Вакансія: Project Assistant

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project «Secretariat of the German Ukrainian Energy Partnership» to fill the position of the:

Project Assistant (full-time, Kyiv)

(internal SAP code: Project Assistant)

The project is financed by the German Federal Ministry for Economic Affairs and Energy (BMWE) and aims at supporting the implementation of the Energy Partnership (EP) between Germany and Ukraine. 

The Energy Partnership (EP) between Germany and Ukraine was launched at the end of August 2020 to establish a platform for high level political dialogue and cooperation between the two countries, in particular the BMWE and its Ukrainian counterpart, the Ministry of Energy of Ukraine (MinEnergo). The project promotes high-level exchange between Germany and Ukraine and supports collaboration within designated priority areas through regular meetings and events. It provides expert advisory services on Ukraine’s energy transition through study tours, specialist studies, and workshops. German and Ukrainian companies, energy service providers, sectoral associations, and key actors from academia and civil society are actively involved.

We are looking for a motivated individual who will be an integral part of the small hybrid team working at the Energy Partnership Secretariat in Germany and Ukraine. This role is ideal for someone who thrives in a dynamic environment, is a fast learner, and eager to contribute to projects that are shaping the energy sector. The project assistant will also play an important role in maintaining excellent professional relations with partners and stakeholders both internal and external.

Responsibilities:

The project assistant is responsible for:

• Assisting the Energy Partnership Secretariat’s team in event and partner management.
• Supporting with contracting and invoicing of local and international services.
• Knowledge management, transfer, and outreach.
• Preparing draft routine correspondence, documents and minutes of meetings when requested.
• Filing documents in the Data Management System (DMS) in line with GIZ’s filing rules.

Tasks:

1. Secretariat work and services

The project assistant

• Helps to organise events and document meetings, workshops and seminars within or outside the project.
• Supports the team in moderation of meetings, workshops and seminars on-line and off-line.
• Prepares necessary documents (service requests, offers, invoices etc) required for contracting consultants, venues, contractors.
• Searches for service providers (i.e. translators, interpreters, designers, hotels, …).
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes.
• Organises and coordinates appointments, including room physical and virtual room bookings.
• Prepares and organises information materials for the events.
• Helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations.
• Photocopies and scans documents as needed.

2. Administration and knowledge management

The project assistant

• Assists in communicating, updating and collecting information on MS-Teams and other services.
• Helps maintain the filing system for the office or project.
• Updates the filing system with incoming and outgoing correspondence.
• Supports with knowledge management, questionnaires, surveys.
• Manages adapted templates and procedures from GIZ country office (i.e. for letters).
• Uploads contractual documents onto the company wide internal filing system.
• Supports travel cost claims of external experts.

3. General support

The project assistant

• Manages the EP Excel contact list.
• Keeps the project inventory.
• Orders and disseminates office or IT equipment for EP staff locally (priority) and via HQ tools (if possible).
• Reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair.

4. Other duties/additional tasks

The project assistant

• Performs other duties and tasks at the request of management.

Required qualifications, competences, and experience:

Qualifications

• Bachelor’s Degree or Certificate/diploma or similar qualification from a recognised clerical college.

Professional experience

• 2 years’ professional experience in a comparable position.
• First work or study experience in an international environment.

Other knowledge, additional competences

• Good working knowledge of ITC technologies and computer applications.
• English (B2 or higher), native in Ukrainian.
• Good management and organisational skills.
• Attention to detail.
• Team spirit, curiosity and a results-oriented attitude.
• Interest and motivation to work for the energy transition.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

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 (up to 10 days per month) and flexible work.
• Meaningful and valuable work, international environment.

Employment conditions

Full-time position with 40-hours working week. Place of assignment is Kyiv. Starting as soon as possible. The contract duration is till 31.12.2026.

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 or German language explaining the motivation to apply for the job is to be sent to [email protected] until COB June 26, 2025, Thursday.

Candidates are requested to submit their documents with the following title:

• Surname Name_CV
• Surname Name_Cover letter

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.