Офіс-менеджер/ка (повний робочий день, Київ)
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for Country Office in Kyiv to fill the position of the:
Office Manager (full-time, Kyiv)
(internal SAP code: Office Manager)
As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security. The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries. We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). The commissioning parties and cooperation partners all place their trust in GIZ, and we work with them to generate ideas for political, social and economic change, to develop these into concrete plans and to implement them. Since we are a public-benefit federal enterprise, German and European values are central to our work. Together with our partners in national governments worldwide and cooperation partners from the worlds of business, research and civil society, we work flexibly to deliver effective solutions that offer people better prospects and sustainably improve their living conditions.
Responsibilities:
- Processing incoming and outgoing correspondence
- Organizing daily office work
- Organizing internal events and events involving external guests
- Performing tasks as assigned by management
Tasks:
- Processing incoming and outgoing correspondence
- Responsible for receiving/ distributing/ sending documents/mail to/from post offices, government agencies, embassies, etc.
- Responsible for the timely processing and forwarding of messages received at the general mailbox.
- Responds to phone calls and messages, provides initial consultations within the scope of their competence.
- Receives and registers travel expense reports and other documents; performs preliminary verification of travel documents to ensure their proper quality at the first stage
- Organizing daily office work
- Opens and closes the office
- Ensures compliance with security requirements for visitors to the office.
- Coordinates requirements and provision of cleaning and other services on the premises.
- Ensures the purchase and receipt of goods and materials for office work
- Ensures the documentation of tender documentation in accordance with applicable rules, participates in the opening of tenders and their documentation.
- Checks invoices for transport services and, if necessary, clarifies the relevant details with suppliers.
- Supports the coordination of timely archiving of documents in accordance with GIZ rules.
- Maintains communication with the landlord’s representatives to ensure the smooth operation of the office, including ensuring that minor repairs are carried out in the office as necessary.
- Organization of internal events and events involving external guests
- Organizes/coordinates logistics for planning, conducting, and documenting work meetings, workshops, seminars, and other events.
- Ensures the implementation of the principle of hospitality in the office during internal and external meetings, including ordering catering services.
- Prepares equipment and premises for events.
- Responsible for the storage, maintenance, and operation of equipment in meeting rooms.
- Supports internal communication events and team activities.
- Performing tasks as assigned by management
- Performs other tasks and duties as requested by management
- Provides support to other Country Office teams as needed
- Assists with or directly performs other office work/tasks
Required qualifications, professional experience and personal competences:
- University degree in languages or comparable.
- At least 1 year of work experience in a comparable position.
- Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office, Teams)
- At least upper-intermediate level of English language
- Awareness of how to handle sensitive information appropriately (confidentiality, data protection)
- Very good communication skills and client-orientation
- Strong teamwork orientation
- Problem-solving approach to different matters
- Stress-resistance and good time-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.
- 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 will be 12 months with the possibility of prolongation.
GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.
Application:
We are looking forward to your application in English, comprising your CV and a Cover letter explaining your motivation to apply for the job to [email protected] until COB 12 January 2026, Monday. Only shortlisted candidates will be contacted for the next stages of the recruitment process.
Candidates are requested to submit their documents with the following title:
- Surname Name_CV
- Surname Name_Cover letter
By sending the application you give the consent for the personal data processing for recruitment processes solely according to GIZ data privacy regulations. You can familiarize yourself with these regulations by the link Data protection | GIZ
