Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professional for the program “Stregthening of Urban Resilience in the Areas of Supply Infrastructure and Housing” in its office in Kyiv to fill the position of the:

Administrative Specialist (full-time, Kyiv)

(internal SAP code: Administrative Specialist)

The program “Stregthening 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.

Core task:
The project is implemented through two components: one focusing on advising municipalities and partner institutions (Component 1), and the other leading construction activities (Component 2). The Heads of Components work together with the Program Director and project management team in Germany.

The implementation of project components is facilitated through Regional Liaison Offices strategically positioned in Poltava, Zaporizhzia, and Odessa, targeting regions in Ukraine that have been notably impacted by the war. Each Regional Liaison Office is under the guidance of a dedicated Regional Coordinator to ensure effective coordination and execution of activities on the ground.

Component 1 benefits from the support of an Advisory Unit and an Administrative Unit, both situated within the Main Office located in Kyiv. This centralized hub provides essential resources and expertise to aid in advisory and administrative functions critical to the success of initiatives carried out by the Regional Coordinators in the three regions. The hub is headed by an Opertions Manager.

Component 2 is equipped with Construction Engineers and an Administrative Specialist, also stationed in Kyiv, to manage and oversee construction-related activities. Additionally, a Back Office in Lviv serves as a contingency resource, accessible during emergencies and for maintaining business continuity, enhancing the project’s resilience to unforeseen challenges.

The Admin Specialist’s core task is to support the team at the Main Office in Kyiv and the coordinators of the Regional Offices, allowing them to focus on their advisory, coordination, and implementation roles.

Main areas of activity:

The Administrative Specialist’s responsibilities encompass various key areas:

• Procurement and Market Analysis Support: This involves conducting thorough market analyses to inform procurement (services and goods) decisions, managing procurement processes efficiently, and meticulously verifying invoices and reports for accuracy and compliance.
• Support for Operations and Coordination: The Admin Specialist supports the Operations Manager, providing essential administrative assistance to the Main Office team in Kyiv, and extending support to Regional Coordinators in Poltava, Zaporizhzhia, and Odessa with their administrative duties.
• Planning and Implementation: The Admin Specialist actively contributes to the planning, coordination, and execution of recurring measures, such as winter aid programs, ensuring that these initiatives are effectively implemented within specified timelines.
• Travel, Event, and Inventory Management: This involves organizing and managing travel arrangements for team members, coordinating events and meetings, and maintaining meticulous inventory records while conducting regular audits to ensure accuracy and accountability.
• Communication, Reporting, and M&E: The specialist supports preparing internal and external reports, facilitating the creation and dissemination of communication materials, supporting Monitoring and Evaluation (M&E) activities, and fostering collaboration with the Country Office and other project stakeholders.

Required qualifications:

The ideal candidate for the Administrative Specialist position possesses the following qualifications:

• Educational Background: Candidates should possess a Bachelor’s degree in Business Administration, Management, Public Administration, or a related field, with a Master’s degree being preferred to enhance qualifications.
• Relevant Experience: A minimum of 3 years of experience in administrative roles is essential, particularly within international development or humanitarian aid projects. Proven experience in procurement processes, financial management, and market analysis is required, while experience in accounting and familiarity with project management systems such as GIZ’s onsiteOperations are considered additional assets.
• Technical Proficiency: Strong proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, is necessary. The candidate must also demonstrate excellent organizational skills, with the ability to manage multiple tasks simultaneously and meet strict deadlines, alongside competence in inventory management and maintaining accurate records.
• Effective Communication Skills: Excellent verbal and written communication skills in English. Fluency in German is a plus.
• Project Management Knowledge: An understanding of project management methodologies, principles and practices, is highly beneficial.
• Personal Attributes: The ideal candidate will possess strong analytical and problem-solving skills, a high level of integrity and accountability, and the ability to work independently as well as part of a team. Flexibility and adaptability to changing project needs and conditions are also important personal attributes.
• Additional Requirements: Willingness to travel within Ukraine as required is essential. Experience with travel and event management, as well as an interest in thematic issues, commission management, and business development processes, will be considered a plus.

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 31.12.2026. 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 recruitment-ua@giz.de until July 16, 2024, Tuesday.

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