Вакансія: Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the programme “ Support for Structural Change in Ukrainian Coal Regions ” to fill the position:

Administrative Specialist (full-time, Kyiv)

(internal SAP code: Administrative Specialist)

The aim of the project IKI-Flex within the framework of “Support for Structural Change in Ukrainian Coal Regions” is to ensure that Ukraine carries out the structural change associated with the coal phase-out in a socially and economically compatible and ecologically sustainable manner.

In light of the war in Ukraine, the project currently focuses on reconstruction and recovery efforts in the Ukrainian energy sector. The past energy production paradigm, mainly based on fossil fuels and centralized distribution, will not sufficiently serve these goals. Therefore, newly (re)constructed infrastructure should follow a different, transformative pathway toward a carbon neutral, resilient, and a nature positive future . Intact energy infrastructure of the fossil production system can follow and phase out, however, it still has to be assessed in relation to what extent the intact energy infrastructure can continue to be used in a transformed energy system. Final aim is the replacement of a mainly fossil and nuclear energy system to a system based on renewable energies. This will not only happen by top-down planning but must be also driven by local collaborative (climate) action  and should be inspired by lessons learned for a green recovery, gained after the shock of the Covid 19 pandemic

Establishing renewable energy demonstration sites in public buildings helps raising public awareness on advantages and practical use of renewable and energy efficient solutions. When accompanied by studies, policy dialogue, and capacity development, they can also provide valuable test cases for future planning and scaling up of green (re)construction solutions. Establishment of demonstration sites in public buildings will have an exemplary effect, which is in line with the EU Energy Efficiency Directive on Exemplary role of public bodies’ buildings

Administrative Specialist will play a critical role in ensuring successful project execution, financial compliance, and efficient procurement processes. Administrative Specialist has to ensure contract management (Grant agreement) and financial reporting, in order to support the achievement of organizational goals and objectives.

Key responsibilities:

• Preparing financing contracts, such as grants agreements, to ensure successful execution of projects;
• Working closely with the Advisor on Climate and Energy to support organizational objectives;
• Managing contract execution, from drafting to reviewing contracts, monitoring compliance, and resolving disputes;
• Developing and maintaining financial reporting systems and procedures that are in line with accounting and reporting standards;
• Analysing financial data, preparing financial reports and statements, and providing recommendations to improve financial performance;
• Providing support to program managers and project teams on procurement, contract management, and financial reporting issues;
• Liaising with external stakeholders to ensure effective and efficient procurement and financial management;
• Participating in organizational planning and budgeting processes, and providing input on procurement and financial management issues;
• Ensuring that all contracting and procurement processes adhere to GIZ P+R and compliant document flow, including filing of all documents;
• Developing and implementing procurement strategies and procedures aligned with organizational policies and procedures;
• Staying up-to-date on changes in accounting and reporting standards, and ensuring that the organization is compliant with these change;
• Developing and maintaining financial reporting procedures that align with organizational policies and procedures, and ensuring that these procedures are communicated effectively to relevant staff;
• Perform other duties and tasks assigned by management, as required;

Required qualifications and experience:

• BA/MSc in business management with a focus on finance, controlling, purchasing or contract management or similar area;
• 4 years of working experience in Procurement and\or Grants management;
• Ideally, some understanding Energy and Climate topics;
• Outstanding working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
• Very good knowledge of English; Ukrainian native level required; knowledge of German is an asset;
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;
• Strong self-organization skills and goal orientation combined with a high level of frustration tolerance;
• 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. The contract duration is 1 year.

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 [email protected] until  25 July, 2023, Tuesday.

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. The shortlisted candidates may be offered the task to complete to check the level of their proficiency and written English.