Office Manager (part time, Lviv)

Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH in Ukraine is seeking for the project “Energy Efficient District Lviv” a qualified professional to fill the position of the

Office Manager (part time, Lviv)

The GIZ-project “Energy Efficient District Lviv” is funded by the Germany Ministry of Environment (BMUB) through the International Climate Initiative (IKI). The project is implemented by Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) in close cooperation with the Ministry for Regional Development, Building and Housing (MinRegion) and the City Administration of Lviv.

The objective of the project is to support Homeowner Associations in Sykhiv district in Lviv to refurbish their multi-family residential buildings. The comprehensive residential building rehabilitation should match the almost completed EBRD-funded district heating modernization. In addition, a municipal financial support scheme will be established to support energy efficient residential building rehabilitation. The municipal financial support scheme will be closely aligned with the national Energy Efficiency Fund (EEF). The results of the project shall serve as reference for the EEF.

Area of responsibilities

• Support of the project management and the teams in their administrative and organizational tasks (e.g. ticket procurement, travel expense accounting, room rental, hotel bookings, etc.);
• Organization and coordination of project events in Lviv;
• Ensuring good communication and information transfer within the projects and to the Clusters and GIZ Country office;
• The filing of documents in accordance with GIZ filing rules; 
• Support in the field of bookkeeping (on-site accounting);
• Written and oral translations, as well as translation work in the context of coordination and technical discussions of the project management or short-term experts;
• Maintenance of the office space and ensuring the continuous supply of appropriate communal services;
• Management of appointments in the conference room.

Tasks

• administers travels, meetings, appointments and briefings including drafting background notes when required;
• assists in travel management and accounting for the management team; 
• prepares draft routine correspondence, general briefing notes, documents, translations and minutes of meetings upon requested;
• provides support in creation, maintenance and update of the filing system for the office and/or projects;
• arranges and maintains contact database of the project;
• manages external interpretation/translation services upon request;
• translates documents;
• prepares the accounting documentation for payment and / or billing;
• manages office space and is the key resource in management and preparation of the joint conference room;
• monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines;
• ensures maintenance of office furnishings and equipment;
• ensures maintenance of presentation technology;
• ensures continuous supply of appropriate communal services;
• supports compiling and continuously updating an inventory list;
• supports the procurement and financial officers upon request;
• regularly draws up a list of forthcoming meetings and events;
• supports organization of regular and ad-hoc meetings, external and internal workshops, trainings and other events;
• organises and coordinates logistics 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.;
• adheres to appropriate protocol and correspondence guidelines when communicating within GIZ and with any external partners. 

Required qualifications, competences and experience 

• Vocational administrative or commercial degree or equivalent;
• Undergraduate degree;
• At least 2 years relevant work experience in a similar position;
• high proficiency in written and spoken English and Ukrainian;
• good working knowledge of ITC technologies and computer applications (e.g. MS Office);
• basic understanding of technical assistance specifics in a local context in Ukraine;
• keen interest in the field of international cooperation for sustainable development in Ukraine with particular focus on climate action and energy efficiency, and urban development;
• German language knowledge as an asset;
• consistently approaches work with energy, creative, positive and constructive attitude, pro-activity;
• ability to prioritize tasks independently with possible time constraints and work load;
• outstanding organizational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work;
• has a calm diplomatic manner and can be good-humored even under pressure;
• willingness to upskill as required by the tasks to be performed;
• ability to make new and useful ideas work, improve performance and satisfaction;
• ability to listen, adapt, transform and get things done;
• customer and service-oriented attitude.

Employment conditions

Part-time position with 20-hours working week. The contract duration is until 30.09.2022. Place of assignment is Lviv. 

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 Friday, 30 April 2021.

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely. 

Only shortlisted candidates will be contacted for the next stages of the recruitment process.