Junior Administrative Specialist (full time, Vinnytsia) in Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH

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

Junior Administrative Specialist (full time, Vinnytsia)

(internal SAP code: Junior Administrative Specialist)

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralisation 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, France and Slovenia to support the establishment of a multi-level governance that is transparent, accountable and responsive to the needs of the population of Ukraine.

 We are looking for a highly motivated Junior Administrative Professional to support the operation of U-LEAD Regional Office in Vinnytsia oblast.

 Areas of responsibility and tasks:

• Ensures office management, control of on-site assets, assists in inventory of the assets.
• Documents' reception, management, filing, translation into English.
• Manages invitations for events organized by Vinnytsia Regional Office and/or Operational Team/Working Groups, checks the planned attendance, makes participant lists, informs participants about event logistics, manages participants' queries, distributes and collects filled in standardized evaluation forms.
• Organization of various types of events in the respective oblast, including participant management and logistics.
• Keeping track of events' finances, including preparation of service requests, pre-checking of events' invoices and reports.
• Accurate entry of data of the respective oblast into the U-LEAD with Europe Programme's data management infrastructure (U-DATA) according to guidelines.
• Follows personal data protection rules during handling of participant lists and entry of personal data into U-DATA.
• Organizes events' logistics, including catering, accommodation, participants travel. Supports the Programme in all organizational aspects in the respective oblast.
• Prepares service requests in cooperation with the person responsible for the preparation of the event.
• Implements or assists the CMU in the implementation of the established procurement and contracting procedures, ensuring U-LEAD branding and visibility compliance.
• Collects invoices and performance reports (including participant lists) following the deadlines. Pre-checks and pre-processes the invoices for future management by the CMU.
• Files event/related documents, makes digital copy of files.
• Contributes to costs monitoring.
• Enters data related to events, participants, trainers and further data into U-DATA along with all supporting documents (agendas, reports, photos, standardized evaluation forms, etc). Coordinates with the head of the Regional Office, policy advisers and STEs to ensure the quality and accuracy of data entered into the U-DATA, including the entry of all planned events a month in advance.
• Regularly checks and updates the U-DATA Important Events in the respective oblast, reporting them timely to U-LEAD.
• Ensures documents' reception, processing, filing and translating some of them into English.
• Acts as the Security Focal Point for the Regional Office and cooperates with the Risk Management Office of GIZ.
• Communicates regularly with local services providers. 
• 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 behavior vis-a-vis third parties in all internal matters.
• Contribution to the preparation and implementation of local contributions by RO.
• Communicates and reports regularly to the Head of Regional Office and Deputy Head of RegOps Unit. 

 Required qualifications, professional experience and personal competences:

• 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 and English language skills.
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc.).
• Project management experience.

 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 flexible and remote work (depending on projects’ needs up to 10 days a month within Ukrainian border). 
• Meaningful and valuable work, international environment.

Employment conditions:

 Full-time position with 40-hours working week. Place of assignment is Vinnytsia. The end of the contract - 31.12.2027 (with a possibility of prolongation) or return to work of a mobilized staff member.

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

 Application:

 We are looking forward to your application in English, comprising your CV and a Cover letter explaining your motivation to apply for the job until COB 02 December 2025, Tuesday. Only shortlisted candidates will be contacted for the next stages of the recruitment process.

 Candidates are requested to submit their documents with the following title:

•  Surname Name_CV

•  Surname Name_Cover letter

 By sending the application you give the consent for the personal data processing for recruitment processes solely according to GIZ data privacy regulations. You can familiarize yourself with these regulations by the link Data privacy statement | Career-Portal | Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH