Junior Administrative Specialist (MLG Cluster)

The Junior Administrative Specialist will work within two projects within the Good Multi-Level Governance Cluster (“MLG Cluster”) of GIZ Ukraine, namely “Strengthening Ukraine’s EU Alignment in the Rule of Law” (3*E4U) and “Supporting Transparency and Anti-Corruption in Ukraine” (ACUA). 3*E4U supports the Ukrainian government in the process of the Ukrainian accession process into the European Union with a focus on topics related to Rule of Law, Justice and Fundamental Rights. The ACUA manages the German contribution to the EU Anti-Corruption Initiative in Ukraine (EUACI). Furthermore, the Junior Administrative Specialist will support the project “Strengthening of the civil society in the Eastern Partnership” on an ad-hoc basis.

Key responsibilities:

The Junior Administrative Specialist is responsible for:

• Performing commercial, organizational and administrative tasks.
• Managing data with regards to controlling, evaluations, files, and statistics.
• Supporting the communications team of the project in creating public relations products.

Tasks:

1. Support to the Component leader and Implementation Manager

           The Junior Administrative Specialist:

• Communicates with the Multi-Level Governance Cluster Finance/Admin/Procurement and communications teams.
• Regularly draws up a list of forthcoming meetings and events and makes sure the Outlook Team Calendar is up to date.
• Creates and maintains a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance.
• Updates the filing system daily with incoming and outgoing correspondence.
• Processes outgoing correspondence.
• Supports the project teams during the preparation for internal controls and audits.

2. Contract management

The Junior Administrative Specialist:

• Arranges small procurements upon request.
• Drafts the procurement of goods such as visibility materials and services request forms.
• Facilitates the procurement documents and information flow.
• Communicates with suppliers of goods and services.
• Coordinates delivery of goods and services.
• Processes invoices and other financial documentation as per the signature rules.
• Drafts contracts below 1,000.- EUR; supports in the preparation of contracts above 1,000.- EUR.
• Supports the project teams in the establishment and financial management of large volume and small Grant Agreements.

3. Event and office management

The Junior Administrative Specialist:

• Supports the organization, planning and administrative documentation of workshops, seminars, trainings, study tours, including management of the tendering processes.
• Helps prepare visitor programs, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations.
• In case of larger and more complex events, accompanies the responsible advisor for support at the location.
• Supports short-term experts during their stay in organizational matters.
• Reserves hotel rooms for event participants and short-term experts.
• Organizes transportation for short-term experts and team members.
• Participates in internal and external (team) meetings and workshops and assists with organizing and documenting these, e.g. by writing minutes.
• Photocopies and scans documents as needed.

• Develops and maintains a list of contacts.

   

4. Communication

    

   The Junior Administrative Specialist:

• Maintains contact and coordinates with the communications team of the project and the cluster, including external experts.
• Drafts short texts for use in social media, newsletters, and similar.
• Coordinates the collection of inputs for selected communication products from other team members.
• Supports the communication teams in any other tasks on an ad-hoc basis as required.

5. Other duties / additional tasks

           The Junior Administrative Specialist:

• Keeps up to date with GIZ regulations relevant to their area of responsibility.
• Communicates with the MLG Cluster and Country Office teams about relevant tasks.
• Communicates with other projects.
• Performs other duties and tasks at the request of management.

Required qualifications, competences and experience:

• University Qualification (Bachelor’s Degree in e.g. Business Administration, Economy, Political Science). 
• Professional Experience: at least 1 year of professional experience in a comparable position.
• Working Experience with international development cooperation.
• Very good working knowledge of ITC technologies (email, MS teams).
• Sound knowledge of computer applications (MS Office) and knowledge of accounting software.
• Languages: native-level Ukrainian, business fluency (written and spoken) in English, German language skills as an asset.
• 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 contract duration is until the end of September 2027 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. 

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 11 August 2026, 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 personal data processing