Вакансія: Office Manager

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is looking for a qualified professional for the projects within Resilient Society Cluster to fill the position of a

Office Manager (full-time, Kyiv)

(internal SAP code: Office Manager)

The projects are funded by the German Federal Ministry for Economic Cooperation and Development (BMZ), co- funded by the European Union (EU) and are implemented by GIZ. While the Program planned to especially cooperate with the Eastern Regions of Kharkiv, Chernihiv, Dnipro, Kherson, Mykolaiv, Odesa, Zaporizhzhya, Sumy, Donetsk and Luhansk (GCA), it is now as a direct answer to the Russian Invasion gradually expanding its activities geographically wise; thus supporting activities all over Ukraine. The overall aim is improving the quality of social, medical and administrative services and their accessibility, in particular with respect to the needs of vulnerable population groups. For that purpose, the project will coordinate and cooperate with a broad range of local/national and international partners and stakeholders. As Cluster assistant you will take responsibility for supporting in and providing administrative services.

This includes inter alia:

Responsibilities:

The Office Manager is responsible for:

• Ensuring that daily office management of Cluster runs smoothly.
• Managing different Logistics and Facility tasks (office, equipment, inventory).
• Managing incoming and outgoing correspondence (post, fax, email).
• To be responsible for update of cluster documents (Organizational chart, Email distribution lists).
• Assistance for Cluster colleagues (Document scanning, photocopies, sending documents by mail).
• Support in all needed travel and logistic arrangements for the program colleagues (ordering transfers, booking of tickets and hotel accommodation for the colleagues).
• Organizing and coordinating appointments for the program team leaders as requested.
• Accompanying occasionally program colleagues during the meetings to take notes or to assist during presentations.
• Preparing power point and other forms of presentations.
• Support in other administrative tasks as requested by team leaders.
• Support to the settlement of travel expenditure.
• Organization of accommodation of project’s consultants or for duty trips of Cluster personnel.
• Organisation of Workshops/Trainings/Conferences – Cluster and also projects.
• Checking and translation of small invoices.
• Аdministrating physical cash flows and the cash desks of the projects.
• Supporting Procurement department in the tendering procedures.
• Ensure that in all processes the GIZ rules and regulations are followed.

Required qualifications, competencies, and experience:

Qualifications:

• ideally, BA in a field related to management, business administration, finance, linguistics, international relations, or other related areas;
• intermediate command of English; Ukrainian native level required;
• knowledge of the German language is an additional asset.

Professional experience:

• at least 2 years of professional experience in a comparable position.

Other knowledge, additional competences:

• good working knowledge of computer applications and ITC technologies (MS Office, phone, email, internet, technical equipment for meetings and conferences, etc.);
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;
• sensitivity in handling and disposing of documents which may be important;
• excellent skills in cross – cultural communications.

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. Starting as soon as possible. Duration of the contract until 30.06.2025 with the possibility of regular extension.

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 COB June 07, 2024.

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.