Вакансія: Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is looking for a qualified professional for the project “U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme” to fill the position of the: 

Administrative Specialist (full-time, Sumy)

(internal SAP code: Administrative Specialist) 

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralization reform, which reshapes the relations between the national, regional and local levels and builds institutional capacity. The success of the decentralization reform greatly depends on the coordination and cooperation between the different stakeholders involved into reform implementation at the national, regional and local levels. Given the important new tasks, responsibilities and financial resources that local self-governments have gained, the implementation of the reform must be accompanied by expert advice, trainings and diverse support measures. U-LEAD (Ukraine-Local Empowerment, Accountability and Development) is a special measure which is conducted as a multi-donor action by the EU and its member states Germany, Poland, Denmark and Slovenia to support the Ukrainian government in the implementation of the decentralization reform.

We are looking for a highly motivated Administrative Specialist to support the operation of our Regional Office in Sumy oblast and Operational Team. 

Areas of responsibilities:

• Ensures office management, control of on-site assets, assists in inventory of the assets.
• Ensures documents’ reception, processing, filing and translating some of them into English.
• Manages invitations for events organized by the Sumy Regional Office and/or Operational Team, checks the planned attendance, makes participant lists, informs participants about event logistics, manages participants’ queries, distributes and collects filled in standardized evaluation forms.
• Organizes events’ logistics, including catering, accommodation, participants travel. Supports the Programme in all organizational aspects in the respective oblast.
• Keeps on track of events’ finances, including preparation of service requests, pre-checking of events’ invoices and reports.
• Prepares service requests in cooperation with the person responsible for the preparation of the event.
• Enters data into the monthly action plan (MAP).
• Implements or assists the PMU in the implementation of the established procurement and contracting procedures, ensuring U-LEAD branding and visibility compliance.
• Conducts market research as a part of procurement procedures (if necessary).
• Collects invoices and performance reports (including participant lists) following the deadlines. Pre-checks and pre-processes the invoices for future management by the PMU.
• Files event/related documents, makes digital copy of files.
• Contributes to costs monitoring.
• Acts as the focal point for the implementers of local subsidies. Checks financial reports. Supports implementers with the administration of local subsidies including consultative support.
• Provides administrative support to the Head of Operational Team related to operations of Regional Offices and Working Groups under his/her supervision.
• Acts as the Security Focal Point for the Regional Office and Operational Team and cooperates with the Risk Management Office of GIZ.
• Communicates and cooperates effectively with the colleagues in the Regional Office, the U-LEAD team as well as from other Regional Offices and other GIZ projects in Ukraine.
• Ensures discreet behaviour vis-a-vis third parties in all internal matters.
• Communicates and reports regularly to the Head of Regional Office and Head of Operational Team.

Required qualifications, competences and experience:

• Bachelor’s Degree or equivalent.
• At least 2 years’ work experience in event management, office management or related fields.
• Strong organizational and planning skills.
• Ability to work under pressure.
• Customer and service-oriented attitude.
• Strong team player.
• Very good Ukrainian language skills. Very good knowledge of English.
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc.).

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 place of assignment is Sumy city, Sumy oblast.

The assignment starts as soon as possible. Contract till 30.04.2025 (with possible prolongation).

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 18 December 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.