Project Assistant

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH in Ukraine is seeking a qualified professional for the program “Strengthening of Urban Resilience in the Areas of Supply Infrastructure and Housing” to fill the position:

Project Assistant (full-time, Kyiv)

(internal SAP code: Project Assistant)

The program “Strengthening of Urban Resilience in the Areas of Supply Infrastructure and Housing” (SUR), initiated by the German Federal Ministry for Economic Cooperation and Development (BMZ), is dedicated to rebuilding essential urban infrastructure in Ukraine's war-affected regions. 

The program's primary objectives include the reconstruction of basic infrastructure, enhancing digital and planning competencies in local administrations for efficient damage assessment and infrastructure planning, and implementing disaster risk management strategies to bolster resilience against current and future crises. Measures of the program focus on restoring critical services such as drinking water, electricity, heating, and housing in cities severely impacted by the conflict. 

In alignment with the EU's 2030 urban, climate, and energy policies, the SUR program contributes to Sustainable Development Goals (SDGs) that focus on ensuring access to affordable, reliable, sustainable, and modern energy for all (SDG 7), building resilient infrastructure, promoting inclusive and sustainable industrialization, and fostering innovation (SDG 9), and making cities and human settlements inclusive, safe, resilient, and sustainable (SDG 11). It works in synergy with other GIZ initiatives like ISU II, U-LEAD, and FEER to enhance urban resilience and essential services across Ukrainian municipalities.

Responsibilities: 

• providing support in running all technical activities smoothly and assists ensuring adequate implementation of the project’s activities;
• supporting all monitoring and reporting obligations of the component to partners and commissioning parties;
• assisting the project in terms of conceptualizing and implementing events, preparing official communications, as well as meeting protocol requirements and standards;
• providing comprehensive assistance to the manager and advisors regarding the successful project implementation;
• guaranteeing his/her abidance to the rules and regulations of GIZ, PuR, GIZ Code of Conduct;
• support on contracting procedures for external consultants as well as implement procurement of goods such as visibility material;
• assist in managing and organising events, meetings, workshops and seminars;
• lead in travel management and accounting for project members;
• support the team’s/project’s financial management, including controlling and activity’s planning;
• other responsibilities to accomplish the goals of the project on request of the management

Tasks

1.Coordination and monitoring

• assisting with good communication and flow of information with related projects, with the GIZ Office Ukraine and the GIZ Head Office as well as with the partner organizations;
• filing documents in reference files or in the Data Management System (DMS) in line with GIZ’s filing rules;
• assisting the principal manager/advisor in his/her administrative tasks (e.g., procuring tickets, venue management);
• assistance in preparing visitor programs, drawing up travel schedules, organizing transport of visitors and makes hotel and ticket reservations;
• participating in internal and external (team) meetings and workshops and assisting with documenting these, e. g. by writing minutes;
• assistance to knowledge management, transfer, and outreach;
• preparing draft routine correspondence, general briefing notes, documents, translations, and minutes of meetings when requested;
• photocopying and scanning documents as needed;
• perform other duties and tasks at the request of the superior.

2. Research

• assisting the manager, advisors/experts in preparing and carrying out qualitative research projects (assistance in developing survey instruments, field trials, training field staff, organizational preparation in the field, collecting and analyzing data, supporting the partners).
• conduction of market researches

3. Knowledge management:

• assisting in drawing up reports and presentation materials, translations;
• supporting a project database;
• supporting in communicating, updating, and collecting information on the cluster server, internal web-sources (e.g., on-site operations, MS Teams, IDA, DMS, project activities calendar etc.).

4. Implementation of project activities:

• assisting in moderation of meetings, workshops, and seminars on-line (and off-line when security situation allows) together with external experts and consultants for partner municipalities;
• contributing to the achievement of the overall project goals by assisting the proper preparation of conferences, workshops and other events and their implementation;
• assisting the manager and project team in organizational matters, e.g. in operational planning, monitoring, and other coordination sessions of the team;
• supporting in maintaining excellent professional relations with partners and stakeholders;
• assisting in dialogue between project partners and external experts;
• support with the preparation of national and international study tours and supervises the groups during the trips when the situation allows due to security reasons.

5. General obligations:

• supporting the manager and advisors in efficient planning, implementation, and monitoring procedures in the field of ReWarm project implementation and project activity; 
• representing the interest of the GIZ-assisted measure and always acting on its behalf;
• performing other relevant duties and tasks at the request of management. 

Required qualifications, competences and experience

• vocational administrative or commercial degree or equivalent;
• good English (C1) and fluent Ukrainian, both written and spoken, knowledge of German is an asset;
• good knowledge of digital technologies and willingness to develop the digital skills;
• proficiency in data analysis is advantageous.
• at least 1 year of work experience in international environment and 3 years of total working experience;
• experience in arranging/coordinating the proper preparation of conferences, workshops, and other events, assistance in organizing communications with partners on national, regional, and municipal levels, including VIPs of different levels;
• experience in preparing official communications and meeting protocols, as also other relevant documents.

Other knowledge, additional competences:

• working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office, MS Teams, Adobe Acrobat, etc.);
• knowledge of procurement/experience is an asset;
• outstanding organizational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work;
• readiness for occasional business trips to different project locations within Ukraine;
• good understanding of the political processes between national, regional, and municipal actors as well as business environment;
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;
• strong self-organisation skills and goal orientation combined with a high level of frustration tolerance; 
• initiative-taking, creative thinker;
• work experience with international organizations is an asset.

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. 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 Отправить резюме until COB 17 October 2024, Thursday.

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.