Вакансія: Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professionals for the project “Strengthening Urban Resilience” to fill the position of the

Administrative Specialist (full time, Kyiv)

(internal SAP code: Administrative Specialist)

Since the beginning of the Russian Federation’s war of aggression on Ukraine in February 2022, as of February 2023, 8.1 million Ukrainians are in neighboring European countries, and more than 5.3 million people have fled within Ukraine (source: UN Refugee Agency for UNHCR, April 2023). Large parts of the civil infrastructure have been destroyed. In addition to the destruction of housing, critical utility infra-structure (heat, gas, electricity, water, sewage, mobile communications, internet) in particular is a direct target of attacks. The situation in Ukraine remains volatile, with the frontline continuing to run through the eastern and southern parts of the country.

Utility infrastructure and housing are two of the sectors most affected by destruction, with deficiencies directly impacting people’s lives. Total estimated physical damage to buildings and infrastructure exceeds $135 billion.

Critical utility infrastructure and housing are vital to the population and the functioning of the economy. The provision of sufficient housing and the repair of damaged or destroyed utilities infrastructure are essential to ensure the habitability of the most affected regions. In view of the ongoing war and the resulting destruction of housing and utilities infrastructure, Ukraine, and in particular Ukrainian municipalities, are currently unable to provide basic services to the population on their own”. The international donor community supports Ukraine to ensure this basic supply.

In the framework of Transitional Development Assistance, the project Strengthening Urban Resilience (SUR) has been commissioned by the German Government to rehabilitate housing as well as damaged utilities infrastructure in the most affected areas of Ukraine. 

Responsibilities:

• daily operational performance of all finance tasks and services in close coordination with the Project Manager Construction;
• assists in contracting with national and international appraisers;
• ensuring good communication and flow of information regarding finance, contracts and procurement matters with the responsible staff in GIZ office;
• ensuring that financial and procedural regulations are complied with;
• identifying relevant problems and issues and assisting in formulating implementation-oriented solutions;
• managing knowledge by disseminating and documenting know-how, experience and information;
• supporting financial planning, monitoring and accounting (including cash- flow management and expenditure planning) in close cooperation with the Head of Construction;
• liaising with the local Bank in regards of financial transactions;
• serving as a link between the GIZ Office, Cluster and the construction team;
• coordinating effectively with colleagues in the administrative division and with procurement specialists at the GIZ Head Office.

Tasks:

The Administrative Specialist

• ensures that information is exchanged between the construction team, relevant project/cluster colleagues and GIZ Office in due time;
• coordinates with the GIZ office on the mode of service delivery;
• is responsible for cash based on the vouchers collected daily;
• reconciles the cash book and cash account daily;
• reports any surplus or shortfall in cash;
• reports without delay if the cash holding reaches a minimum level;
• enters cash and bank vouchers in WINPACCS cash book on daily basis;
• checks monthly journals after closing;
• is responsible for bookkeeping of the construction team;
• supports the Project Manager Construction in budget planning;
• submits the end-of-month accounts to GIZ office;
• supports the reimbursement of travel expenses in close cooperation with the GIZ Office;
• supports in following up third party receivables in journals for clearance;
• is responsible for filing financial documents and treating information confidentially;
• collects contract requirements, monitors markets, prepares invitations to tender in accordance with GIZ regulations;
• participates in tender clarification sessions and evaluations if required;
• informs the Project Manager Construction, after conclusion of a contract, arranges for signing and dispatch to relevant colleagues and GIZ Office;
• accepts services and ensures that they are received and documented appropriately;
• processes complaints and proposes solutions;
• maintains tender documentation and contract agreements, if applicable;
• checks service invoices, service receipts and other (delivery/handing over) papers and payment instructions
• reviews the financial part of contracts;
• develops contacts with relevant colleagues in the project as well as GIZ Office and maintain regular contact and dialogue;
• keeps the project filing system up to date in accordance to the company rules and regulations;
• compiles lessons learnt from projects implementation and makes them available to the company.

Required qualifications and experience:

Qualifications:

• university degree in relevant specialisation and qualification in business administration (equivalent of BA or MBA) or extensive commercial knowledge with another background. Specific knowledge in the area of construction contracting would be an asset.

Professional experience:

• at least 5 Years’ professional experience in comparable position.

Other knowledge, additional competences:

• excellent analytical, interpersonal and communication skills;
• capacity to liaise easily in a multicultural and multilingual environment;
• high sense of responsibility and confidentiality and the ability to work in politically sensitive areas as well as in a big team;
• experience in dealing with international development cooperation would be an asset;
• Good working knowledge of IT related software, computer applications (e.g. MS Office, MS Teams, WINPACCS etc.);
• digital literacy;
• experience to serve a wide range of clients and multiple stakeholder interests at the same time;
• fluent written and oral knowledge of English and Ukraine languages is mandatory; German language would be an asset;
• willingness to travel to fields if required;
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;
• strong managerial and organisational competence;
• customer and service-oriented attitude;
• ability to work under pressure, set priorities and to meet deadlines.

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. Contract duration is until 30 April 2025 with the option of extension. The assignment starts 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 29 August 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.