Junior Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professionals for U-LEAD with Europe | Ukraine – Local Empowerment, Accountability and Development Programme to fill the position of:

Junior Administrative Specialist (full-time, Chernihiv)

(internal SAP code: Junior Administrative Specialist)

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralization reform, which reshapes the relations between the national, regional and local levels and builds institutional capacity. The success of the decentralization reform greatly depends on the coordination and cooperation between the different stakeholders involved into reform implementation at the national, regional and local levels. Given the important new tasks, responsibilities and financial resources that local self-governments have gained, the implementation of the reform must be accompanied by expert advice, trainings and diverse support measures. U-LEAD (Ukraine-Local Empowerment, Accountability and Development) is a special measure which is conducted as a multi-donor action by the EU and its member states Germany, Estonia, Sweden, Denmark, Poland and Slovenia to support the Ukrainian government in the implementation of the decentralization reform.

We are looking for a highly motivated Junior Administrative Professional to support the operation of our Regional Office in Chernihiv.

Areas of responsibility:

• Office management, inventory, control of on-site assets.
• Documents’ reception, management, filing, translation into English.
• Managing the invitations for events organized by the Chernihiv Regional Office and/or Operational Team, checking the planned attendance, making participant lists, informing participants about event logistics, managing participants’ queries, distributing and collecting filled in standardized evaluation forms.
• Organization of various types of events in the respective oblast, including participant management and logistics.
• Keeping track of events’ finances, including preparation of service requests, pre-checking of events’ invoices and reports.
• Accurate entry of data of the respective oblast into the U-LEAD with Europe Programme’s data management infrastructure (U-DATA) according to guidelines.
• Following personal data protection rules during handling of participant lists and entry of personal data into UDATA.
• Organizing events’ logistics, including catering, accommodation, participants travel. Supporting the Programme in all organizational aspects in the respective oblast.
• Preparing service requests in cooperation with the person responsible for the preparation of the event.
• Implementing or assisting the CMU in the implementation of the established procurement and contracting procedures, ensuring U-LEAD branding and visibility compliance.
• Collecting invoices and performance reports (including participant lists) following the deadlines. Pre-checking and pre-processing invoices for future management by the CMU.
• Filing event/related documents, making digital copy of files.
• Contributing to costs monitoring.
• Entering data related to events, participants, trainers and further data into U-DATA along with all supporting documents (agendas, reports, photos, standardized evaluation forms, etc). Coordination with the head of the Regional Office, policy advisers and STEs to ensure the quality and accuracy of data entered into the U-DATA, including the entry of all planned events a month in advance.
• Regular check and update of the U-DATA Important Events in the respective oblast, reporting them timely to U-LEAD.
• Ensuring office management, control of on-site assets, assisting in inventory of the assets.
• Ensuring documents’ reception, processing, filing and translating some of them into English.
• Acting as the Security Focal Point for the Regional Office and cooperation with the Risk Management Office of GIZ.
• Communicating regularly with local services providers.
• Communicating and effective cooperation with the colleagues in the Regional Office, the U-LEAD team as well as from other Regional Offices and other GIZ projects in Ukraine.
• Ensuring discreet behaviour vis-a-vis third parties in all internal matters.
• Communicating and reporting regularly to the Head of Regional Office.

Required qualifications, competences and experience:

• Bachelor’s Degree or equivalent.
• At least 2 years’ work experience in event management, office management or related fields.
• Strong organizational and planning skills.
• Ability to work under pressure.
• Customer and service-oriented attitude.
• Strong team player.
• Very good Ukrainian language skills. Good knowledge of English.
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc.).

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 Chernihiv city, Chernihiv oblast. The assignment starts as soon as possible. Contract till October 30, 2024 (with possible prolongation).

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 COB June 06, 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.