Event Manager (Kyiv, full time)

Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional 

Event Manager (Kyiv, full time)

The project ‘Promotion of Energy Efficiency and Implementation of the EU Energy Efficiency Directive in Ukraine’ (hereinafter – the Project) targets at supporting the Ukrainian partners to improve the political and legal framework conditions for the implementation of the EU Energy Efficiency Directive 2012/27/EU (EED) as well as the EU Energy Performance in Buildings Directive 2010/31/EU (EPBD) into Ukrainian law.   

The project supports the Ministry of Development of Communities and Territories of Ukraine (Minregion), Ministry of Energy of Ukraine (Minenergo) and the State Agency on Energy Efficiency and Energy Saving of Ukraine (SAEE) in three fields of action: policy advice, implementation of partial reforms and legislation, information and dialogue events.

This position requires Ukraine-wide travels, in case necessary, under a business as usual scenario (i.e. when travel restrictions are lifted). 

Area of responsibilities

• Organization of various events (logistics for conferences, workshops, expert missions, seminars, trainings, study trips, webinars etc.) in Kyiv and throughout Ukraine
• Provides support for participants in terms of travel, accommodation, catering etc
• Handling all the necessary reporting (invoices, participants lists, etc.)
• Compliance with GIZ Rules and Procedures
• Compliance with Code of Conduct, GIZ Vision and mission

Tasks

• Researches vendors (accommodation, catering etc.) and chooses the best combination of quality and cost
• Advises on the venues for each event, books venues and negotiates fees
• Checks the organizational preparations at the event venues and, if necessary, accompanies the project activities organizationally
• Manages and coordinates vendors and all event logistics
• Coordinates with logistics companies when needed
• Books and coordinates interpreters and translators
• Books hotel rooms for external experts and organizes the transport during their assignment
• After the project activities collects participants‘ lists as well as possibly flight tickets of the participants and possibly further documents for accounting
• Coordinates the usage of event equipment like projectors, flipcharts, moderation kits and handouts
• Oversees event procedures and acts quickly to resolve problems
• Regularly informs the advisors in the projects about the current state of the process and consults with them
• Handles participants’ queries to ensure smooth cooperation and processes according to GIZ rules
• Keeps track of event finances including receipts, requests, invoicing, and reporting
• Plans events with attention to details - especially financial and time constraints
• Assists with preparing budgets and provides periodic progress reports to management for each event 
• Develops new ideas to improve the event planning and implementation process
• Closely cooperates with other teams within the programme, the GIZ Country Office and other project offices in Ukraine 
• Complies with GIZ rules and standards
• Performs other duties and tasks at the request of management 

Requirements

• BA/MSc in a field related to the project’s objectives`, preferably Business Administration, Business Administration, International Economic, Linguistic 
• Good knowledge of national and international climate change and energy topics
• At least 10 years professional experience in event management; Ideally, experience in working with GIZ
• Preferably experience with the international development cooperation sector 
• Excellent organization skills and prior experience with event management
• High proficiency in written and spoken Ukrainian and English. German knowledge should be aspired if not yet existent 
• Very good organizational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work
• Excellent written and verbal communication skills
• Proficient use of MS Office Package; additionally, data processing and analyzing software (e.g. State, SPSS, R)
• Ability to self-responsibly organize and implement assigned work and responsibilities
• Ability to prioritize tasks independently with possible time constraints and workload
• Ability to get well on with others and be a team player
• Willingness to upskill as required by the tasks to be performed — corresponding measures are agreed with management 
• Ability to make new and useful ideas work, improve performance and satisfaction
• Customer and service-oriented attitude
• Reliability, confidentiality, flexibility and stress resistance 

Employment conditions

Full-time position with 40-hours working week. Place of assignment is Kyiv. The contract duration is till November 2022.

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.

Application

Application comprising of the candidate's CV and a cover letter in the English language explaining the motivation to apply for the job is to be sent until COB 19 October 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.