Project Assistant

On behalf of the Federal Ministry for Economic Cooperation and Development (BMZ), the Energy and Climate Cluster of GIZ Ukraine is currently implementing two projects, both co-financed by the Swiss State Secretariat for Economic Affairs (SECO). The project “Energy Security for Ukraine: Municipal, Renewable, Efficient (ESU)” supports Ukraine through advisory services at the national level to align the energy efficiency legal framework with EU standards, as well as advising municipalities and companies on improving energy efficiency locally. The BMZ project “Just and Green Urban Recovery Accelerator Ukraine” (JGURA) supports Ukraine with the aim that cities develop in a sustainable, climate-neutral, resilient, and livable way.

The position of the Project assistant is in Kyiv, Ukraine and divided into 50% to the ESU project and 50% to the JGURA project. 

Key responsibilities:

• 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.
• Overall coordination of office workflows, onboarding, and guidance of other project assistants.
• Filing documents in reference files or in GIZs data management system in line with the company’s filing rules.
• Support with procurement of services (translation, event management contracts; logistics),
• Knowledge management, transfer, and outreach.
• Preparing draft routine correspondence, general briefing notes, documents, translations, and minutes of meetings when requested.

Tasks:

• Organize and streamline office workflows to ensure efficient coordination and communication within the team.
• Support the onboarding and training of new project assistants, providing guidance on internal processes and tools.
• Organizes and coordinates appointments for the Project Directors and Component Leaders.
• 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.
• Regularly draws up a list of forthcoming meetings and events.
• Assists in preparing the premises for hybrid/offline events/meetings.
• 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
• 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.
• Performs other duties and tasks at the request of management.

Required qualifications, professional experience and personal competences:

• University degree.
• At least 3 years of professional experience in a relevant position.
• Strong familiarity with GIZ internal procedures, rules and regulations, and project management and administrative structures.
• Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office).
• English (B2 or higher), native in Ukrainian, German is a plus
• Good management and organizational skills.
• Attention to details
• 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 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 May 2026. The contract duration will be 12 months with the possibility of prolongation.

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 to @email  until COB 02 April 2026, Thursday. 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