Вакансія: Administrative Specialist ETOM

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH in Kyiv is seeking a qualified professional for the Good Multi-Level Governance Cluster (“MLG Cluster”) to fill the position:

Administrative Specialist ETOM (full-time, Kyiv)

(internal SAP code: Administrative Specialist)

The Administrative Specialist ETOM will join the Cluster Management Unit in the Good Multi-Level Governance Cluster (“MLG Cluster”) of GIZ Ukraine.

Good Multi-Level Governance Cluster (“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 Management Unit (CMU) with its approximately 40 employees provides commercial and administrative services for the projects in MLG Cluster. The CMU is organized into three teams (Finance and Accounting; Contracts and Procurement; Events, Travel and Office Management [ETOM]).

As Administrative Specialist ETOM, you are responsible for ensuring professional office management services and related tasks.

Areas of responsibilities:

• Ensuring professional office management services for the office (2 floors, 2500 sqm, open space office) incl. execution of related tasks (ensuring optimal working condition; maintenance, repair and improvements; supervision and arrangement of setup of meetings rooms, social areas, working areas, sanitary areas, shelter; procurement of all relevant office items).
• Further development of the office space for comfortable and modern working conditions; planning and implementation of remodeling, construction and improvement measures.
• Ensuring optimal working condition in the office (heating, ventilation, air conditioning, lighting, other)
• Support in issuing and revision of rules for office management, security, shelter, parking, etc.
• Assisting in management of lease and sub-lease agreements; research of real estate market with cost comparisons on a regular base.
• Management of fixed assets, yearly physical inventory and related processes.
• Systematically input all items into the inventory system. Maintain exhaustive inventory records, updating details such as location, condition, responsible person, or disposal information as needed.
• Establish a robust access control system to safeguard property and equipment from unauthorized use or disposition.
• Conducting trainings to all relevant topics.
• Supporting the organization of internal and external events (incl. movement of furniture and preparation of meeting room and event areas)
• Preparation and supervision of service contracts and procurements; Coordination of service providers, construction companies and suppliers.
• Advising managers and staff on processes relating to Office Management.
• Performing other duties and tasks at the request of management.
• Organization of logistics services.

Required qualifications, competences and experience:

• Bachelor’s degree or equivalent in a relevant field (e.g., logistics, economics, finance, law).
• Proven experience as an Office Manager / Facility Manager in offices with 1000+ sqm.
• At least 2 years of work experience in a similar position.
• Work experience with GIZ and/or other international organizations is an asset.
• Work experience in inventory management and facility oversight.
• Familiarity with inventory management software is advantageous.
• Enjoy creative work and designing.
• Reliability, confidentiality, flexibility and stress resistance, ability to manage multiple tasks simultaneously and maintain a high quality of work.
• Team player with intercultural communication skills, customer and service-oriented attitude.
• Result-oriented and solution-oriented approach.
• Outstanding organizational and time management skills, ability to meet deadlines and problem-solving skills.
• Exceptional attention to detail and the ability to work independently.
• High degree of loyalty, self-organization, and motivation.
• Native Ukrainian, fluency in English, knowledge of German is an asset.
• Good computer skills including MS Office package and applications.
• Excellent written and verbal communication skills.
• Willingness to upskill as required by the tasks to be performed.
• Readiness for occasional business trips within Ukraine due to different project locations.

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 Kyiv. The contract duration till 31.12.2025. Prolongation is possible.

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 June 09, 2025, Monday.

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.