Адміністративний/а асистент/ка (повний робочий день, Київ)

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the program “Strengthening Communities in War-Affected Regions in Ukraine through Localized Action (EMPOWER)” to fill the position of the

Administrative Assistant (full-time, Kyiv)

(internal SAP code: Administrative Assistant )

Due to the widespread destruction of essential basic services in Ukraine, more than 14.6 million people, including 3.7 million internally displaced persons (IDPs), are in dire need of assistance all over Ukraine.

To address the pressing need for comprehensive support, the Multi-Donor Action “Strengthening Communities in War-Affected Regions in Ukraine through Localized Action (EMPOWER)” is working closely with Ukrainian partners to provide protection, health, education, and essential assistance in selected regions of Ukraine with a focus on war-affected populations and vulnerable groups.

The project is a joint Action financed by the German Federal Ministry for Economic Cooperation and Development (BMZ) and DG ECHO (EU). The project is being implemented along the Humanitarian-Development-Peace (HDP) Nexus with a strong focus on the localization and emergency, enabling local partners to expand and improve basic service provision and promoting local ownership.

The project is part of the GIZ Ukraine Resilient Society Cluster that deals with the tangible support to war-affected hromadas and institutions. The duration of the Action is scheduled from 01.06.2024 to 31.05.2027.

Key responsibilities:

Communication and correspondence

• Managing the project mailbox by responding to partners’ and colleagues’ inquiries and coordinating the flow of information.
• Handling project-related correspondence, including official letters, printed materials, visibility items, and other documents.
• Translating project-related documents and correspondence between Ukrainian and English, primarily in written form.
• Maintaining contact lists and supporting communication with project partners and stakeholders.
• Preparing and distributing project-related information and communication materials.

Administrative coordination

• Providing administrative support for project implementation activities and operational processes.
• Coordinating communication with project partners, consultants, applicants, and other stakeholders.
• Collecting, reviewing, and processing project-related documentation, ensuring completeness and compliance with internal requirements.
• Preparing administrative documentation related to procurement, contracts, and other project processes.
• Maintaining administrative trackers, databases, and project records.

Events and meetings coordination

• Organizing online and offline meetings, workshops, conferences, and other project events.
• Coordinating logistical, procurement, financial, and administrative arrangements for project activities.
• Preparing participant lists, agendas, meeting materials, and other supporting documentation.
• Coordinating invitations, registrations, and communication with participants before and after events.
• Distributing meeting materials, presentations, minutes, and other relevant documents.

Documentation and records management

• Maintaining project documentation and supporting document management throughout the project lifecycle.
• Collecting, reviewing, and maintaining partner documentation required for project implementation.
• Reviewing administrative and financial documents for completeness before further processing.
• Maintaining project filing systems and ensuring proper document archiving in line with internal procedures.
• Supporting the preparation, review, and record-keeping of administrative and project documentation.

Operational support

• Organizing meetings within project implementation and needs assessment activities.
• Providing operational assistance to Project Managers, including preparing tables, lists, surveys, templates, and instructions.
• Supporting travel, accommodation, and logistical arrangements related to project activities.
• Assisting with data collection, consolidation, and administrative reporting.
• Performing other operational and administrative tasks as assigned by Project Management.

Required qualifications, professional experience and personal competences:

• Bachelor’s degree or equivalent.
• at least 2 years of work experience related to administrative tasks will be an asset;
• experience in project management will be an asset.
• strong organizational and planning skills;
• ability to work under pressure;
• customer- and service-oriented attitude;
• strong team player;
• very good Ukrainian and English language skills;
• very good computer skills (MS Office Suite, Excel, PowerPoint etc.);
• ability to learn quickly.

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 flexible and remote work (depending on projects’ needs up to 10 days a month within Ukrainian border).
• 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 10 months with the possibility of prolongation.

GIZ is an equal opportunity employer and is committed to fostering a diverse and inclusive working environment. We welcome applications from all qualified candidates regardless of gender, age, ethnic origin, religion or belief, sexual orientation, or any other characteristic. 

We particularly encourage veterans and people with disabilities to apply.

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 30 July 2026, Thursday. 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