Вакансія: Office Manager

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is looking for a qualified professional for the Country Office to fill the position of a

Office Manager (full-time, Kyiv)

(internal SAP code: Office Manager)

As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security. The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries. We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. Together with our partners in national governments worldwide and cooperation partners from the worlds of business, research and civil society, we work flexibly to deliver effective solutions that offer people better prospects and sustainably improve their living conditions.

Tasks:

The Office Manager

• Ensures the establishment and/or regular updating of a personal directory with contact addresses, telephone and fax numbers as well as e-mail addresses.
• Routinely manages, sorts, and distributes incoming and outgoing correspondence, faxes, emails, packets, and personally delivered messages, and organizes them to process the priority messages first.
• Is responsible for the distribution/receipt of documents/parcels to/from the post office, government institutions, embassies etc. and is in charge of it.
• Ensures the documentation of the receipt of tender documents in accordance with the rules, participates in the opening of tenders as required and documents them.
• Coordinates the performance requirements and provision by caretakers and cleaners, as well as other in-house services.
• Takes care of the purchase and receipt of office supplies as needed.
• Ensures office logistics, e.g. sending letters or handing them over to courier companies.
• Delivery of documents on instructions of the office management or employees.
• Receives and register incoming invoices, travel costs and other documents; conducts first check for invoices and travel settlement documents to ensure quality of submission at the first stage.
• Advises colleagues from the projects regarding requirements towards submitted documents (invoices, travel settlement documents).
• Answers, picks up, rejects and/or forwards phone calls and messages, keeping a list of incoming phone calls that cannot be answered by those employees.
• Carries out minor repairs if necessary to maintain the functionality of necessary office equipment.
• Prepares the invoices of various service providers (airline tickets, taxi, telephone, internet, etc.) for verification, including translation, indication of the project number, cost distribution, shipping to the projects or travelers.
• Checks transport invoices on the material correctness and communicates with the service provider(s) in case of need for clarification.
• Gives visitors a friendly welcome and information for them, informing incoming guests about the status of their agreements, such as time or plan changes, transport services, etc.
• In cooperation with the logistics specialist and office management ensures the smooth stay of short and long-term experts during their work assignment.
• Organizes/coordinates logistical management in the planning, execution and documentation of meetings, workshops, seminars and other events.
• Prepares the equipment and facilities for events.
• Is responsible for the storage, maintenance and use of equipment and facilities in the meeting rooms.
• Performs necessary oral and written translations.
• Represents the administrative office management in their absence, aligns himself/herself in the daily work in matters concerning the office management.
• Assists in other office activities/tasks or performs them, including ad hoc tasks.
• Participates in further training/further education courses according to the job profile and the responsibilities, as required. Suitable training programs should be identified and selected together with the GIZ office management/administrative management.
• Supports the Opening team of Procurement department.

Required qualifications, experience and competences:

• University degree in languages or comparable.
• At least 3 years of work experience in a comparable position.
• Sensitivity in handling and disposing of potentially important documents.
• Reliability and sense of order.
• Adequacy in appearance and clothes.
• Ukrainian language – native, Upper-intermediate level of English is a must, German 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

The assignment starts asap. It is a full-time position with 40-hours working week. The contract duration is 2 years. Place of duty is Kyiv. Constant presence in the office is required.

GIZ is an equal opportunity employer and offers an attractive 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] COB 09.11.2023, 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.