Junior Administrative Specialist

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is looking for a qualified professional for the project “Strengthening Ukraine’s EU Alignment in the Rule of Law” (3*E4U) and “Strengthening of the civil society in the Eastern Partnership“ to fill the position:

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist) 

The Office Assistant will support two projects located with the Good Multi-Level Governance Cluster (“MLG Cluster”) of GIZ Ukraine, namely “Strengthening Ukraine’s EU Alignment in the Rule of Law” (3*E4U) as well as the project “Strengthening of the civil society in the Eastern Partnership”. 3*E4U supports the Ukrainian government in the process of the Ukrainian accession process into the European Union with a focus on topics related to Rule of Law, Justice and Fundamental Rights. The regional project “Strengthening of the civil society in the Eastern Partnership” and its co-funded component EU4Youth are supporting the civil society in Ukraine with special emphasis on youth organizations and state actors responsible for youth politics in Ukraine. 

Responsibilities 

The Junior Administrative Specialist is responsible for:

• performing commercial, organizational and administrative tasks;
• management of data with regards to controlling, evaluations, files, and statistics. 

Tasks 

1.Support to the Component leader and Implementation Manager

The Junior Administrative Specialist:

• communicates with the Multi-Level Governance Cluster Finance/Admin/Procurement team/Civil Society Team;
• regularly draws up a list of forthcoming meetings and events and makes sure the Outlook Team Calendar is up to date;
• arranges small procurements upon the request;
• drafts the procurement of goods such as visibility materials and services request forms;
• facilitates the procurement documents and information flow;
• communicates with suppliers of goods and services;
• coordinates delivery of goods and services;
• processes invoices and other financial documentation before handing it over to the DVs;
• supports the project teams during the preparation for internal controls and audits;
• supports the project teams in the establishment and financial management of large volume and small Grant Agreements.

2.Contract management

The Junior Administrative Specialist:

• drafts contracts below 1,000.- EUR; supports in the preparation of contracts above 1,000.- EUR
• creates and maintains a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance;
• updates the filing system daily with incoming and outgoing correspondence.

3.Event management

The Junior Administrative Specialist:

• supports the organization, planning and administrative documentation of workshops, seminars, trainings, study tours, including management of the tendering processes;
• helps prepare visitor programs, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations;
• in case of larger and more complex events, accompanies the responsible advisor for support at the location;
• supports short-term experts during their stay in organizational matters;
• reserves hotel rooms for event participants and short-term experts;
• organizes transportation for short-term experts and team members;
• participates in internal and external (team) meetings and workshops and assists with organizing and documenting these, e.g. by writing minutes;
• photocopies and scans documents as needed;
• develops and maintains a list of contacts for procurement of goods and services.

4.Other duties / additional tasks

The Junior Administrative Specialist:

• keep themselves updated about the regulations of the GIZ within the scope of their activities;
• communicates with the MLG Cluster and Country Office teams about relevant tasks;
• communicates with other projects;
• performs other duties and tasks at the request of management.

Required qualifications, competences and experience: 

• University Qualification (Bachelor’s or Master’s Degree in e.g. Business Administration, Economy, Political Science, Environmental Science); 
• Professional Experience: at least 1-3 years` professional experience in a comparable position;
• Working Experience with international development cooperation.

Other knowledge, additional competences:

• very good working knowledge of ITC technologies (email, MS teams);
• sound knowledge of computer applications (MS Office) and knowledge of accounting software;
• languages: native-level Ukrainian, business fluency (written and spoken) in English, German language skills as an asset;
• 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 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 is until the end of December 2025 with the possibility to be extended.

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 November 04, 2024, 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.