Офісний помічник в U-LEAD.

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)

For our Programme “U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme” we are looking for an “Office Assistant” (full time, 100%) to work in Kyiv.

Ukraine has put decentralisation and regional development as a top priority on its political agenda. It is aimed at promoting a viable local self-government and thus bringing a positive change to the people’s life. The Ministry of Regional Development, Construction, Housing and Communal Services (MinRegion) holds responsible for this milestone reform process. Its success greatly depends on the support of all stakeholders involved which is not least created through transparent communication and dialogue that help raise the awareness about the positive effects of the reform.  The Programme provides substantial support to the reform process on all governmental and administrative levels and to its harmonisation with other national reforms.

U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme’ is a multi-donor action of the European union and its member states Denmark, Estonia, Germany, Poland and Sweden which supports these efforts. The Programme contributes to the establishment of multi-level governance which is transparent, accountable and responsible to the needs of the population. GIZ is implementing the Programme together with Sida.

The Office Assistant will join the Communications, Dialogue and Networking Unit of the Programme. 

The main areas of responsibility for the Office Assistant include:  

• Ensure the daily office work runs smoothly (coordination and logistics of meetings of the different staff members, documentation and filing, internet research, correspondence) 

• Assist in travel management and accounting for the unit members in coordination with the logistics unit of the programme (planning, hotel bookings, preparation of all relevant documents etc.) 

• Accompany the unit members during meetings to take minutes or to assist during presentations 

• Organise and coordinate appointments for the unit members 

• Manage incoming and outgoing correspondence (post, fax, email) 

• Assist in organising events, meetings, workshops and seminars

• Make photocopies and scan documents

• Carry out background research and present findings 

• Draw up a list of forthcoming meetings and events

• Coordinate and monitor schedules 

• Coordinate purchase of office material etc. 

• Draft routine letters or reports 

• Answer routine questions and obtain needed information for the unit members 

• Arrange/accept meetings and telephone calls 

• Arrange and maintain contact data base 

• Interpret and translate occasionally as required 

• Prepare and organise information materials for the programme 

• Support in other administrative tasks as requested by the Team Leader and other team members 

• Manage different logistics and facility tasks (office, equipment, inventory) 

• Closely cooperate with the Programme’s administration, the GIZ Country Office and other project offices in Ukraine 

• Comply with GIZ rules and standard

  Qualifications:

• Vocational administrative or commercial degree or equivalent

• At least 2 years relevant work experience in a similar position

• Very good knowledge of English; Ukrainian native level required; knowledge of German is an asset

• Outstanding organisational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work

• Reliability, confidentiality, flexibility and stress resistance

• High degree of loyalty, self-organisation and motivation

• Team player with intercultural communication skills and service-oriented attitude

• Very good computer skills and proficiency in the Microsoft Office Package

• Work experience with GIZ and/or other international organisations is an asset

• Willingness to upskill as required by the tasks to be performed

• Readiness for occasional business trips to different project locations within Ukraine 

  Assignment:

  The assignment starts as soon as possible. The contract duration is until the end of December 2019. Interviews are likely to take place  11 -15 of March 2019.

  GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.

  We are looking forward to your application comprising a) your CV and b) a cover letter explaining your motivation to apply for the job until 10th of March 2019 to [email protected]