Асистент проекту GIZ

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project „Energy Efficiency Portfolio” in Kyiv to fill the position of the

Project Assistant

Responsibilities:

support to the officer responsible for the contract and cooperation and project team in performing their tasks, organization of travel arrangements
ensuring good communication and flow of information within the project and with the GIZ office
ensuring that the project office functions smoothly
event management
knowledge management

The project/programme assistant performs the following tasks:

helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance

organises and coordinates appointments for the officer responsible for the contract and cooperation
answers, reviews, forwards and/or takes calls
manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
replies to and looks after correspondence (replies)
prepares and organises information materials for the officer responsible for the contract and cooperation and/or meetings
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
organizes transfers
ensures that computers and software function properly
monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
is in charge of compiling and continuously updating an inventory list
supports the financial officer upon request
regularly draws up a list of forthcoming meetings and events
organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events
arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)
creates an address file with important contact addresses and maintains this
updates the filing system daily with incoming and outgoing correspondence
generates a regular news & event overview on relevant topics
Meet & great of partners, experts and other visitors
ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments
performs of oral and written translations upon necessity
organises and coordinates project support staff and works well with them
Maintaining GIZ security tasks (e.g. files, whereabouts of team members, etc.)
performs other duties and tasks at the request of management

Requirements:

University degree of the recognized university
At least 1-3 years’ professional experience in a comparable position
good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
very good knowledge of the European language widely used in the country, ideally a knowledge of German
good management and organisational skills
customer and service-oriented attitude
willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Employment conditions: