Office Assistant (програма U-LEAD з Європою, GIZ)

For U-LEAD with Europe | Ukraine – Local Empowerment, Accountability and Development Programme, implemented by GIZ, we are looking for an Office Assistant (full time 100%, for period of pregnancy and delivery leave and maternity leave of employee) to work in Kyiv.

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralisation reform, which reshapes the relation between the national, regional and local level and builds institutional capacity. The success of the decentralisation reform greatly depends on the coordination and cooperation between the different stakeholders involved, including central government and regional offices. The Ministry of Regional Development, Construction, Housing and Communal Services (MinRegion) is responsible for the overall implementation of this milestone reform process. It will set up a Central Reform Office (CRO) to coordinate the implementation of the reform process in close coordination with 24 Regional Reform Offices, represented in all Ukrainian Oblasts. The U-LEAD with Europe Programme will support the establishment of these institutions via its main programme office in Kyiv and four Regional Programme Offices in Lviv, Poltava, Chernivtsi and Dnipro.

The Office Assistant will join the CROS (Central Reform Office Support) Unit of the Programme, which will work closely with the MinRegion and the Regional Programme Offices on the implementation of the decentralisation reform. Thus, close coordination with the programme staff in Kyiv as well as the regional teams is of utmost importance.

The main areas of responsibility include:

• Ensures the daily office work runs smoothly (coordination of meetings of the different staff members, documentation and filing, internet research, correspondence)
• Assists in travel management and accounting in coordination with the Management Unit of the Programme (planning, hotel bookings, preparation of all relevant documents etc.)
• Accompanies the Head of Unit and other designated team members during meetings to take notes or to assist during presentations (especially in the initial period of the assignment)

The main tasks are as follows:

• Organises and coordinates appointments for the programme team leaders as requested

• Manages incoming and outgoing correspondence (post, fax, email)
• Assists in organising events, meetings, workshops and seminars;
• Makes photocopies,scans and filing documents as needed
• Prepare inputs to financial reports
• Carries out occasionally background research and presenting findings
• Regularly draws up a list of forthcoming meetings and events
• Coordinates and monitors schedules
• Coordinates purchase of office material etc.
• Drafts routine letters or reports
• Answers routine questions and obtains needed information for the Head of Unit and other designated team members
• Arranges/accepts meetings and telephone calls
• Arranges and maintains contact data base
• Interprets and translates occasionally as required
• Prepares and organises information materials for programme
• Supports in other administrative tasks as requested by the Head of Unit and other designated team members
• Manages different Logistics and Facility tasks (office, equipment, inventory)
• Closely cooperates with the Programme Administration, the GIZ Country Office and other project offices in Ukraine
• Complies with GIZ rules and standards

Qualifications:

• Vocational administrative or commercial degree or equivalent
• At least 2 years of work experience in a similar position
• Very good knowledge of English; Russian and/or Ukrainian native level required; knowledge of German 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
• Reliability, confidentiality, flexibility and stress resistance
• High degree of loyalty, self-organization and motivation
• Team player with intercultural communication skills and service-oriented attitude
• Good computer skills including Microsoft Office Package
• Work experience with GIZ and/or other international organisations is an asset
• Willingness to upskill as required by the tasks to be performed
• Readiness for occasional business trips to different project locations within Ukraine

Assignment:

Starting as soon as possible. The contract duration: for period of pregnancy and delivery leave and maternity leave of employee.

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.

We are looking forward to your application in English comprising a) your CV and b) a cover letter explaining your motivation to apply for the job to [email protected] until Monday, 2 July 2018.