Вакансія: Junior Administrative Specialist in Odesa

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professionals for U-LEAD with Europe | Ukraine – Local Empowerment, Accountability and Development Programme to fill the position of                                                                                                          

Junior Administrative Specialist (full-time, Odesa)

(internal SAP code: Junior Administrative Specialist)

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralization reform, which reshapes the relations between the national, regional and local levels and builds institutional capacity. The success of the decentralization reform greatly depends on the coordination and cooperation between the different stakeholders involved into reform implementation at the national, regional and local levels. Given the important new tasks, responsibilities and financial resources that local self-governments have gained, the implementation of the reform must be accompanied by expert advice, trainings and diverse support measures. U-LEAD (Ukraine-Local Empowerment, Accountability and Development) is a special measure which is conducted as a multi-donor action by the EU and its member states Germany, Estonia, Sweden, Denmark, Poland and Slovenia to support the Ukrainian government in the implementation of the decentralization reform.

We are looking for the highly motivated Junior Administrative Specialist to support the operation of our regional office in Odesa.

The Junior Administrative Specialist is responsible for:

• Office management, inventory, control of on-site assets;
• Documents’ reception, management, filing, translation into English;
• Managing invitations for events organised by the Odesa Regional Office and/or South Hub, checking the planned attendance, making participant lists, informing participants about event logistics, managing participants’ queries, distributing and collecting filled in standardised evaluation forms;
• Organisation of various types of events in the respective oblast, including participant management and logistics;
• Keeping track of events’ finances, including preparation of service requests, pre-checking of events’ invoices and reports;
• Accurate entry of data of the respective oblast into the U-LEAD with Europe Programme’s data management infrastructure (UDATA) according to guidelines;
• Following personal data protection rules during handling of participant lists and entering of personal data into UDATA;
• Organising events’ logistics, including catering, accommodation, participants travel. Supporting the Programme in all organisational aspects in the respective oblast;
• Preparing service requests in cooperation with the person responsible for the preparation of the event;
• Implementing or assisting the PMU in the implementation of the established procurement and contracting procedures, ensuring U-LEAD branding and visibility compliance;
• Collecting invoices and performance reports (including participant lists) following the deadlines. Pre-checking and pre-processing the invoices for future management by the PMU;
• Filing event/related documents, making digital copy of files;
• Contributing to costs monitoring;
• Entering data related to events, participants, trainers and further data into UDATA along with all supporting documents (agendas, reports, photos, standardised evaluation forms, etc). Coordinating with the head of the Regional Office, policy advisers and STEs to ensure the quality and accuracy of data entered into the UDATA, including the entry of all planned events a month in advance;
• Regularly checking and updating the UDATA Important Events in the respective oblast, reporting them timely to U-LEAD;
• Ensuring office management, control of on-site assets, assisting in inventory of the assets;
• Ensuring documents’ reception, processing, filing and translating some of them into English;
• Acting as the Security Focal Point for the Regional Office and cooperating with the Risk Management Office of GIZ;
• Communicating regularly with local services providers;
• Communicating and cooperating effectively with the colleagues in the Regional Office, the U-LEAD team as well as from other Regional Offices and other GIZ projects in Ukraine;
• Ensuring discreet behaviour vis-a-vis third parties in all internal matters;
• Communicating and reporting regularly to the Head of Regional Office.

Required qualifications, experience and competences:

• Bachelor’s Degree or equivalent;
• At least 2 years’ work experience in event management, office management or related fields;
• Strong organisational and planning skills;
• Ability to work under pressure;
• Customer and service-oriented attitude;
• Strong team player;
• Very good Ukrainian language skills. Good knowledge of English;
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc.).

We offer:

• Official employment;
• Salary fixed in EUR, performance-related bonuses and 13th salary;
• Medical insurance, 29 vacation days annually;
• Language classes, hard and soft skills trainings;
• Individual and group psychological support;
• Possible remote and flexible work;
• Meaningful and valuable work, international environment.

Employment conditions

Full-time position with 40-hours working week. Place of assignment is Odesa. The assignment starts as soon as possible. Contract till the end of October 2024.

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.

Application

Application comprising of the candidate’s CV and a cover letter in the English language explaining the motivation to apply for the job is to be sent to [email protected] until COB 02.02.2024, Friday.

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely.

Only shortlisted candidates will be contacted for the next stages of the recruitment process.