Administrative Specialist

During winter, Ukraine’s energy infrastructure faces intensified missile and drone attacks, causing repeated large-scale disruptions, exacerbated by centrally organized supply systems. Outages are especially critical in winter as they target electricity, heating and healthcare, directly impacting vital services for the population, including social welfare facilities and public services. Small and medium-sized municipalities near the front line often lack the capacity to maintain an efficient, sustainable power supply under the war’s added strain and damage. 

To address the pressing need for support in this area, the project “Infrastructure and Municipal Power for Ukraine’s Local Systems (IMPULS)” is planned. The project is financed by the German Federal Ministry for Economic Cooperation and Development (BMZ) and will be implemented in selected regions of South and East Ukraine (Sumy, Chernihiv, Kherson, Zaporizhzhia, Donetsk, Dnipro). Its objective is to stabilize power supply in affected communities by systematically assessing energy needs to enable targeted support and by providing essential equipment, to enhance energy security. It also trains local experts in project management and technical implementation, strengthening long-term electricity provision and increasing the resilience of local structures.

The project is part of the GIZ Ukraine Resilient Society Cluster. The duration of the Action is scheduled from 01.10.2026 to 31.09.2029.

Key responsibilities:

Communication and correspondence:

• Managing the project mailbox by responding to partners’ and colleagues’ inquiries and coordinating the flow of information within the project.
• Handling project-related correspondence, including official letters, printed materials, visibility items, and other documents.
• Translating project-related documents and correspondence from Ukrainian and English, primarily in written form.
• Maintaining contact lists and supporting communication with project partners and stakeholders.
• Preparing and distributing project-related information and communication materials.

Administrative coordination

• Providing administrative support for project implementation activities and operational processes.
• Coordinating communication with project partners, consultants, applicants, and other stakeholders.
• Collecting, reviewing, and processing project-related documentation, ensuring completeness and compliance with internal requirements.
• Preparing administrative documentation related to procurement, contracts, and other project processes.
• Maintaining administrative trackers, databases, and project records.

Events and meetings coordination

• Organizing online and offline meetings, workshops, conferences, and other project events.
• Coordinating logistical, procurement, financial, and administrative arrangements for project activities.
• Preparing participant lists, agendas, meeting materials, and other supporting documentation.
• Coordinating invitations, registrations, and communication with participants before and after events.
• Distributing meeting materials, presentations, minutes, and other relevant documents.

Documentation and records management

• Maintaining project documentation and supporting document management throughout the project lifecycle.
• Collecting, reviewing, and maintaining partner documentation required for project implementation.
• Reviewing administrative and financial documents for completeness before further processing.
• Maintaining project filing systems and ensuring proper document archiving in line with internal procedures.
• Supporting the preparation, review, and record-keeping of administrative and project documentation.

Operational support

• Organizing meetings within project implementation and needs assessment activities.
• Providing operational assistance to Project Advisors, including preparing tables, lists, surveys, market researches, templates, and instructions.
• Supporting travel, accommodation, and logistical arrangements related to project activities.
• Assisting with data collection, consolidation, and administrative reporting.
• Performing other operational and administrative tasks as assigned by Project Advisors and project management.

Required qualifications, professional experience and personal competences:

• Bachelor’s degree or equivalent
• Proven experience and willingness to work in a multidisciplinary project team;
• Excellent language skills (written and oral) in Ukrainian and English are required. Knowledge of German is an asset;
• Excellent organizational, social and communication skills and proven ability to meet deadlines;
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc.); 
• Proven ability to work independently and as part of a team;
• Ability and willingness to travel within Ukraine and abroad.

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 Kyiv. The assignment starts as of 01.12.2026. The contract duration will be 12 months with the possibility of prolongation.

GIZ is an equal opportunity employer and is committed to fostering a diverse and inclusive working environment. We welcome applications from all qualified candidates regardless of gender, age, ethnic origin, religion or belief, sexual orientation, or any other characteristic. 

We particularly encourage veterans and people with disabilities to apply.

Application:

We are looking forward to receiving your application in English, comprising your CV and a Cover letter explaining your motivation to apply for the job to @email until COBWednesday, October 28, 2026. 

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 protection | GIZ.