Вакансія: Office Manager

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is looking for a qualified professional for the projects within Cluster “Perspectives for Eastern Ukraine” to fill the position of a

Office Manager (full time, Kyiv)

(internal SAP code: Office Manager)

The projects are funded by the German Federal Ministry for Economic Cooperation and Development (BMZ), co- funded by the European Union (EU) and are implemented by GIZ. While the Program planned to especially cooperate with the Eastern Regions of Kharkiv, Chernihiv, Dnipropetrovsk, Kherson, Mykolaiv, Odesa, Zaporizhzhya, Sumy, Donetsk and Luhansk (GCA), it is now as a direct answer to the Russian Invasion gradually expanding its activities geographically wise; thus supporting activities all over Ukraine. The overall aim is improving the quality of social, medical and administrative services and their accessibility, in particular with respect to the needs of vulnerable population groups. For that purpose, the project will coordinate and cooperate with a broad range of local/national and international partners and stakeholders.

As Cluster assistant you will take responsibility for supporting in and providing administrative services.

This includes inter alia:

Areas of responsibilities:

• Ensuring that daily office management of Cluster runs smoothly;
• Managing different Logistics and Facility tasks (office, equipment, inventory);
• Managing incoming and outgoing correspondence (post, fax, email);
• To be responsible for update of cluster documents (Organizational chart, Email distribution lists);
• Assistance for Cluster colleagues (Document scanning, photocopies, sending documents by mail);
• Support in all needed travel and logistic arrangements for the program colleagues (ordering transfers, booking of tickets and hotel accommodation for the colleagues);
• Organizing and coordinating appointments for the program team leaders as requested;
• Accompanying occasionally program colleagues during the meetings to take notes or to assist during presentations;
• Preparing power point and other forms of presentations;
• Support in other administrative tasks as requested by team leaders;
• Support to the settlement of travel expenditure – checking (for PMI), calculating (for NP);
• Organization of accommodation of project’s consultants or for duty trips of Cluster personnel;
• Organisation of Workshops/Trainings/Conferences – Cluster and also projects;
• Checking and translation of small invoices;
• Ensure that in all processes the GIZ rules and regulations are followed;
• To be a Security Focal Point for Cluster:
•  Coordination with RMO Kyiv;
• Gathering information on locations and movements of GIZ colleagues (requested by the RMO);
• First contact point in Kyiv for all-Risk related topics;
• Maintaining all documents relevant for the Risk Management. 

Required qualifications, experience and competences:

• At least 3 years of professional experience in a similar position; 
• Internet and PC proficiency with advanced MS Word, Excel, PowerPoint & Outlook skills; 
• Excellent knowledge of English and Ukrainian, ideally a very good knowledge of German;
• Outstanding organizational and time management skills; 
• Willingness to upskill as required by the tasks to be performed; 
• Ability to work co-operatively and effectively within the team and the organization; 
• Ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work; 
• Customer and service-oriented attitude;
• Flexibility and adaptability to manage changing work requirements and varying volumes of work; 
• Very good communication skills; 
• Flexibility, Motivation. 

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 a 40-hour working week. Place of assignment is Kyiv. The assignment starts as soon as possible. The contract duration is till 29.03.2024.

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 English explaining the motivation to apply for the job is to be sent to [email protected] until COB 17.07.2023, Monday.

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.