Event Coordinator

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professional for the program “Support to vocational education and training in Ukraine / Skills4Recovery” in its office in Kyiv to fill the position of the:

Event Coordinator (full-time, Kyiv)

(internal SAP code: Administrative Specialist) 

The project «Skills4Recovery» is implemented by Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH and commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). The political partners are the Ministry of Education and Science of Ukraine and the Ministry of Economy of Ukraine.

The objective of the project «Skills4Recovery» is to increase the availability of a qualified workforce for the Ukrainian recovery process. The provision of qualified labor in sufficient numbers is based on creating adequate educational opportunities for all people of working age – this includes initial education for young people and further education for adults.

Responsibilities: 

The Event Coordinator is responsible for:

• Overseeing the planning and execution of Skills4Recovery events.
• Upholding the Skills4Recovery mission and vision with every event.
• With the support of the team, being responsible for every aspect of an event, from venue choice to implementation.
• Collaborating with the team to create effective communication materials required for the events.

Tasks

The Event Coordinator performs the following tasks:

1. Event Coordination and Administration 

• Supports the team in preparation of the small-scale events from start to finish, like workshops and seminars with stakeholders, field visits, etc.
• In cooperation with the team, prepares and conducts large-scale events and conferences of the Joint Action from start to finish.
• Handles administration of events, including establishing event objectives, developing event concepts, creating timelines, booking venues, and coordinating logistics (e.g. vendor selection and contracting, attendee invitation, catering, accommodation, transfers).
• Creates and manages event budgets and ensure that all costs are within allocated limits.
• Manages on-site logistics for meetings and events.
• Develops and makes available promotional and handout materials for the meetings and events (e.g. banners, flyers, roll-ups, folders, pens, etc.).
• Conducts post-event evaluation and follow-ups, assessing the event’s success by collecting feedback, analyzing available data.
• Regularly updates the plan of events.

 2. Communication and networking

• Maintenances good relationships with stakeholders ensuring implementation of the stakeholder management strategy, communication strategy of the project.
• Supports the development of communication materials and other tools to ensure the visibility of the project results.

 3. Other duties/additional tasks 

• Performs other duties and tasks at the request of management.

Required qualifications, competencies, and experience

Qualifications

• Master’s Degree in Communications, Event or Hospitality Management, Humanities, International Relations or related field.

 Professional experience

• At least 5 years of relevant experience including experience in organizing national and international large-scale conferences.

Other knowledge, additional competences

• Readiness to frequent business trips (depends on security situation).
• English, Ukrainian are required.
• Experienced working in an international team.
• Proven track record of creative, successful events.
• Established relationships with vendors and media in Ukraine.
• Excellent organizational, communication, negotiating, and multitasking skills.
• Demonstrated ability to work well both independently and within a team.
• Prior experience with GIZ or international organizations would be an asset.
• Customer and service-oriented attitude.
• Ability to work under pressure.
• Good working knowledge of ICT technologies and computer applications (e.g. MS Office).
• Willingness to upskill as required by the tasks to be performed.

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. The place of assignment is Kyiv. The contract duration is until 30.12.2026. Starting as soon as 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 Відправити резюме until COB 09, January 2024, Thursday.

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely.