Вакансія: Office Assistant

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is seeking a qualified professional for the Good Multi-Level Governance Cluster to fill the position of an:

Office Assistant (full-time, Kyiv)

(internal SAP code: Administrative Assistant)

The Multi-Level-Governance (MLG) Cluster within the Ukraine portfolio of GIZ comprises projects supporting transparent, efficient, and sustainable governance reform in the restoration efforts already going on in the war-stricken country, shaping its future as a modern European nation. The projects cater to an effective collaboration of the national, regional, and local levels of administration, promoting subsidiarity as a principle of democracy, as Ukraine aligns with the acquis communautaire of the European Union. The cluster’s projects operate in various fields related to multi-level good governance: “U-LEAD with Europe” on decentralization and local resilience, the “Digital UA Hub” on digital transformation, tech and business solutions, “Integrated Urban Development in Ukraine” for sustainable and resilient cities, and “Strengthening Ukraine’s EU Alignment in the Rule of Law” to accompany the country’s EU accession negotiation process.

The Office Assistant will support the Good Multi-Level Governance Cluster (“MLG Cluster”) of GIZ Ukraine, the Planning Monitoring and Communications Team.

Responsibilities:

• Provide administrative support to the Planning, Monitoring and Communications Team of U-LEAD with Europe.
• Together with the respective team leader, support the team’s/project’s financial management, including controlling and activity’s planning.
• Together with the administrative unit of the MLG Cluster lead on contracting procedures for external consultants as well as implement procurement of goods such as visibility material.
• Assist in travel management and accounting for project members in coordination with the logistics unit of the programme (planning, hotel bookings, preparation of all relevant documents etc.).
• Assist in managing and organising events, meetings, workshops and seminars.
• Participate in and contribute to the periodic reflection rounds of the team on future activities, including for example content for social media and other communication activities.
• Ensure the daily office work runs smoothly (coordination and logistics of meetings of the different staff members, documentation and filing, internet research, correspondence).
• Accompany the team members during meetings to take minutes or to assist during presentations.
• Draft routine letters or reports.
• Manage different logistics and facility tasks (office, equipment, inventory).
• Comply with GIZ rules and standards.

Required Qualifications:

• Vocational administrative or commercial degree or equivalent.
• At least 4 years relevant work experience in a similar position.
• Very good knowledge of English; Ukrainian native level required; knowledge of German is an asset.
• Outstanding organisational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work.
• Very good computer skills and proficiency in the Microsoft Office Package.
• Work experience with GIZ and/or other international organisations is an asset.

Personal qualities:

• Reliability, confidentiality, flexibility and stress resistance.
• High degree of self-organisation and motivation.
• Team player with intercultural communication skills and service-oriented attitude.
• Willingness to upskill as required by the tasks to be performed.
• Readiness for occasional business trips to different project locations within Ukraine.
• Ability to stay productive in an open office environment.
• Creativity and openness to experiment.

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

The assignment starts as soon as possible.  Full-time position with 40-hours working week. For now, the contract duration is till the end of October 2024. The extension of the contract is highly probable.

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 23 May 2024, Thursday.

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.