Junior Administrative Specialist

Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the Good Multi-Level Governance Cluster (“MLG Cluster”):

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

The Junior Administrative Specialist will support projects located with the Good Multi-Level Governance Cluster (“MLG Cluster”) of GIZ Ukraine. The Multi-Level-Governance (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’s projects operate in various fields related to multi-level good governance: “U-LEAD with Europe” on decentralization and local resilience, the “Digital UA Hub” on digital transformation, tech and business solutions, “Integrated Urban Development in Ukraine” for sustainable and resilient cities, and “Strengthening Ukraine’s EU Alignment in the Rule of Law” to accompany the country’s EU accession negotiation process.

The Junior Administrative Specialist will join the Planning, Monitoring and Communications Team located with the Cluster Directorate. This team promotes the visibility of the various projects in all media sources, internal and external, and establishes four core brands with their own individual identity, which are embedded in a common overall cluster approach to communication with promotes the visibility of the brands in the cooperation landscape in Ukraine and vis-a-vis donors.

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 Management of the Team Planning, Monitoring and Communications of the MLG Cluster of GIZ Ukraine

The Junior Administrative Specialist:

• communicates with the Multi-Level Governance Cluster Finance/Admin/Procurement team;
• regularly draws up a list of forthcoming meetings and events and makes sure the Outlook Team Calendar is up to date;
• arranges procurements upon 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 Project Directors of the cluster;
• supports the Project Directors during the preparation for internal controls and audits;
• supports the Project Directors MLG c in the establishment and financial management of large volume Grant Agreements.

2. Contract management.

The Junior Administrative Specialist:

• drafts contracts below 2500 EUR;
• creates and maintains a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance;
• acts as the Records Manager for MLG Cluster, and stores documents in the DMS;
• updates the filing system daily with incoming and outgoing correspondence.

3.Event management

The Junior Administrative Specialist:

• is responsible for 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 Office about relevant tasks;
• communicates with other projects;
• performs other duties and tasks at the request of management.

Required qualifications, competences and experience:

• Bachelor’s or master’s degree (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 (e-mail, MS teams);
• sound knowledge of computer applications (MS Office) and knowledge of accounting software;
• languages: mother tongue Ukrainian, fluent oral and written English, German is regarded 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 October 2024 with the high 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 Відправити резюме until COB 20 June 2024, Tuesday.

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.