Вакансія: Project Assistant

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional to the project “Reforming the district heating sector of Ukraine (ReWarm)” to fill the position of the:

Project Assistant (full-time, Kyiv)

(internal SAP code: Project Assistant)

The German-Ukrainian cooperation within the framework of the Reform of the Ukrainian District Heating Sector has started in April 2023 between the German Federal Ministry for Economic Affairs and Climate Action (BMWK) and the Ukrainian Government, the main partner is the Ministry for Communities, Territories and Infrastructure Development of Ukraine (Ministry of Infrastructure).

The plan aims to provide high-quality care at a cost-supporting price, including developing a National District Heating Strategy/Policy, modernising heat plants and infrastructure, improving supply quality, increasing renewable energy use, developing network plans, and restructuring relevant companies.

Municipal DH companies in Ukraine face significant energy losses due to outdated and uneconomically managed infrastructure, leading to consumer dissatisfaction and a preference for decentralised heating systems. The Project aims to reform municipal district heating, indirectly benefiting 26 million people, about 60% of the Ukrainian population.

The ReWarm Project aims to improve the Ukrainian legislative, regulatory, and financial framework conditions for sustainable DH sector reform, economic consolidation of DH companies, and energy efficiency investments. The Project’s timeline is from 01.04.2023 to 31.03.2027, with funds for technical assistance only. 

Responsibilities:

• providing support in running all technical activities smoothly and assists ensuring adequate implementation of the project’s activities;
• supporting all monitoring and reporting obligations of the component to partners and commissioning parties;
• assisting the project in terms of conceptualizing and implementing events, preparing official communications, as well as meeting protocol requirements and standards;
• providing comprehensive assistance to the manager and advisors regarding the successful project implementation;
• guaranteeing his/her abidance to the rules and regulations of GIZ, PuR, GIZ Code of Conduct;
• other responsibilities to accomplish the goals of the project.

Tasks

1. Coordination and monitoring:

• assisting with good communication and flow of information with related projects, with the GIZ Office Ukraine and the GIZ Head Office as well as with the partner organizations;
• filing documents in reference files or in the Data Management System (DMS) in line with GIZ’s filing rules;
• assisting the principal manager/advisor in his/her administrative tasks (e.g., procuring tickets, venue management);
• assistance in preparing visitor programmes, drawing up travel schedules, organising transport of visitors and makes hotel and ticket reservations;
• participating in internal and external (team) meetings and workshops and assisting with documenting these, e. g. by writing minutes;
• assistance to knowledge management, transfer, and outreach;
• preparing draft routine correspondence, general briefing notes, documents, translations, and minutes of meetings when requested;
• photocopying and scannning documents as needed.

2. Research:

• assisting the manager, advisors/experts in preparing and carrying out qualitative research projects (assistance in developing survey instruments, field trials, training field staff, organisational preparation in the field, collecting and analysing data, supporting the partners).

3. Knowledge management:

• assisting in drawing up reports and presentation materials, translations;
• supporting a project database;
• supporting in communicating, updating, and collecting information on the cluster server, internal web-sources (e.g., on-site operations, MS Teams, IDA, DMS, project activities calendar etc.).

4. Implementation of project activities:

• assisting in moderation of meetings, workshops, and seminars on-line (and off-line when security situation allows) together with external experts and consultants for partner municipalities;
• contributing to the achievement of the overall project goals by assisting the proper preparation of conferences, workshops and other events and their implementation;
• assisting the manager and project team in organizational matters, e.g. in operational planning, monitoring, and other coordination sessions of the team;
• supporting in maintaining excellent professional relations with partners and stakeholders;
• assisting in dialogue between project partners and external experts;
• support with the preparation of national and international study tours and supervises the groups during the trips when the situation allows due to security reasons.

5. General obligations:

• supporting the manager and advisors in efficient planning, implementation, and monitoring procedures in the field of ReWarm project implementation and project activity;
• representing the interest of the GIZ-assisted measure and always acting on its behalf;
• performing other relevant duties and tasks at the request of management.

Required qualifications, competences and experience:

• university degree, preferably MA;
• good knowledge of national and international practices in district heating and energy efficiency;
• good knowledge of digital technologies and willingness to develop the digital skills;
• proficiency in data analysis is advantageous.
• at least 1 year of work experience in international environment and 3 years of total working experience;
• experience in district heating and energy efficiency projects is an asset;
• experience in arranging/coordinating the proper preparation of conferences, workshops, and other events, assistance in organizing communications with partners on national, regional, and municipal levels, including VIPs of different levels;
• experience in preparing official communications and meeting protocols, as also other relevant documents.

Other knowledge, additional competences:

• working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office, MS Teams, Adobe Acrobat, etc.);
• knowledge of procurement/experience is an asset;
• good English and fluent Ukrainian, both written and spoken, knowledge of German is an asset;
• understanding of the basic principles of district heating and energy efficiency, EU energy efficiency directives, Ukrainian legislation in the sphere of energy efficiency, gender issues;
• good understanding of the political processes between national, regional, and municipal actors as well as business environment;
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;
• strong self-organisation skills and goal orientation combined with a high level of frustration tolerance;
• initiative-taking, creative thinker;
• 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. The contract duration till the end of 2025, prolongation is possible. The probation period is 3 months. Starting as soon as possible.

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 17 April 2024, Wednesday.

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.