Вакансія: Project Assistant

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project “IKI Interface Project Ukraine: “Supporting Ukraine towards Ambitious and Integrated Climate Policy (GreenUkraine)” to fill the position of a:

Project Assistant (full-time, Kyiv)

(internal SAP code: Project Assistant) 

The project aims to deepen the Ukrainian-German climate cooperation for achieving progress in the implementation of climate and biodiversity goals of Ukraine on its way to the EU. In its function as the IKI interface for Ukraine, the project supports networking, knowledge exchange and specifically the cooperation between German und Ukrainian climate policy makers through facilitating and building of strong networks. Proposed stakeholders included in formats or dialogues on climate related topics of the IKI Network in Ukraine are Civil society groups, the private sector, the IKI Implementing organizations in Ukraine and the German-Ukrainian Energy Partnership.

The component with regard to the Ukrainian Climate Office is co-financed by the EU. Its main objective is the establishment of a Climate Innovation Resource and Consultative Centre and thus strengthening the capacity of government, companies and NGOs/CSOs for climate protection measures. It shall significantly contribute to the achievement of climate neutrality in Ukraine in 2050. Therefore, the project advises the preparation of policies and implementation of measures in Ukraine that effectively support the transition to a climate-neutral, clean, resource-efficient and secure energy supply and use.

The position of the Project assistant is in Kyiv, Ukraine and divided into 50% to the overall project and 50% to the component of the Ukrainian Climate Office. 

Responsibilities:

The Project Assistant is responsible for:

• Ensuring 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 advisor in his/her administrative tasks (e.g. procuring tickets).
• Support with contracting local and international consultants.
• Knowledge management, transfer, and outreach.
• Preparing draft routine correspondence, general briefing notes, documents, translations, and minutes of meetings when requested.

Tasks

The Project Assistant performs the following tasks:

1. Secretariat work and services

The Project Assistant:

• Organizes and coordinates appointments for the Programme Director and Component Leader.
• Manages incoming and outgoing correspondence (post, fax, email), ensuring it is prioritized, organized, and appropriately handled (incl. replying to and following up on communications).
• Helps organize events and document meetings, workshops, and seminars within or outside the project.
• Prepares necessary documents (service requests, offers, invoices, etc.) required for contracting consultants, venues, and contractors.
• Prepares and organizes information materials for the events.
• Makes technical translations of internal documents, reports, and presentations.
• Helps prepare visitor programmes, draws up travel schedules, organizes transport of visitors, and makes hotel and ticket reservations.
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes.
• Photocopies and scans documents as needed.

2. Office coordination, office management and general coordination

The Project Assistant:

• Regularly draws up a list of forthcoming meetings and events.
• Reports damage/defects in office furnishings and equipment to project management and organizes and follows up on maintenance and repair.
• Assists in preparing the premises for hybrid/offline events/meetings.

3. Administration and knowledge management

The Project Assistant:

• Creates an address file with important contact addresses and maintains it.
• Helps create and maintain a filing system for the office or project, treating information confidentially, specifically in the areas of personnel and finance.
• Updates the filing system daily with incoming and outgoing correspondence.

4. General tasks

The Project Assistant:

• Welcomes guests and ensuring their comfort (offers tea, coffee, water or refreshments), and provides event materials for the convenience of visitors (guests, partners, project staff or consultants).
• Organizes and coordinates project support staff and works well with them.

5. Other duties/additional tasks

The Project Assistant:

• Performs other duties and tasks at the request of management.

Required qualifications, competences and experience:

Qualifications

• Secondary school education.
• Certificate/diploma or similar qualification from a recognized clerical college.

Professional experience

• 5 years’ professional experience in a comparable position

Other knowledge, additional competences

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
• English (B2 or higher), native in Ukrainian.
• Good management and organizational skills.
• Customer and service-oriented attitude.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

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. The duration of contract is until 31.10.2025 with a strong possibility of extension until 2029. 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 COB 29 January 2025, 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.