Junior Administrative Specialist (Energy and Climate Cluster)

About the Position

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project ReBuild Green Ukraine with the Energy Efficiency Fund within the Energy and Climate Cluster to fill the position of the Junior Administrative Specialist (full-time, Kyiv).

The Junior Administrative Specialist focuses on project pipeline and implementation support and is a member of a team of experts implementing the project “ReBuild Green Ukraine with the Energy Efficiency Fund”. The project aims to contribute to achieving a green reconstruction, energy security, and decarbonization in Ukraine by strengthening the national Energy Efficiency Fund (EEF).

Responsibilities

The Junior Administrative Specialist supports:

• Timely and high-quality implementation of activities in project Output 3 “Pipeline and Implementation Support” in the EEF project.
• Running all technical support activities smoothly and ensuring adequate implementation of the project’s activities including event management.
• Quality coordination and adequate stakeholder engagement with project’s beneficiaries.
• The administration of the project, procurement, and finance officers in performing their tasks.
• The project team in monitoring project activities including knowledge management and document management for DMS in line with GIZ’s filing rules.
• The team leader and other project experts for whom the junior technical professional performs technical tasks.
• Carrying out specific research tasks which are required for planning the implementation of projects.
• Carrying out specific tasks in connection with knowledge management for the project(s).
• The Team Leader in carrying out project activities.

Tasks

Coordination and Monitoring

• Organizes regular exchanges with municipal actors and other project beneficiaries.
• Provides support in compiling, verifying, collating of data and information on projects’ operations.
• Provides support in screening of background information and coordinating inputs on projects’ operations.
• Provides support in follow-ups of issues and liaison with consultants and service providers on projects’ operations.
• Organizes operational planning and other coordination sessions of the team and participates in internal and external (team) meetings and workshops and assists with documenting these.
• Administers travels, meetings, appointments, and briefings including drafting background notes when required.
• Prepares draft routine correspondence, general briefing notes, documents, translations, and minutes of meetings when requested.
• Screens all incoming communications and filters outgoing for any further action.
• Prepares and coordinates preparatory documents for procurement contracts of services and goods.
• Accompanies the fulfillment of the contract, checks the factual accuracy of invoices and reports.
• Provides support in the planning of the project activities and budgeting.
• Provides Briefings for the commissioning party to inform them of current political developments and events within the sphere of the Ukrainian IKI Projects within the climate and environmental protection.
• Assists short-term experts assigned to projects in completing their tasks.
• Schedules, prepares, leads, and follows up on expert working groups on the draft law development and secondary legislation.
• Coordinates specialists involved in the support of the draft law as well as the secondary legislation documents and proactively manages the contracted deliverables under component 3 of EEF.

Communications and Event Management

• Regularly draws up a list of forthcoming meetings and events and autonomously monitors and addresses open tasks and deadlines for these events.
• Supports organization of regular and ad-hoc meetings, external and internal workshops, trainings, and other events.
• Organizes and coordinates logistical aspects (incl. travel arrangements) for planning, holding, and documenting meetings, workshops, seminars, and other events.
• Contributes to the creation, writing, editing, and proofreading high quality, engaging content on the project activities.

Research and Knowledge Management

• In consultation with the manager or advisor, prepares and carries out qualitative research.
• Monitors changes in political and economic surrounding and drafts briefings provides support in creation, maintenance, and update of the filing system for the office and/or projects.
• Updates the filing system with important incoming and outgoing correspondence, key documents, and other relevant project-related data.
• Identifies relevant project information and prepares publication/sharing via appropriate GIZ internal systems.

Implementation of Project Activities

• Moderates team meetings in connection with stakeholder engagement and expert meetings.
• Serves as focal point for the climate pillar in the IKI Interface project (currently carried out by EEF) and coordinates with other colleagues contributing to the formats under the IKI Ukraine interface function (newsletters, briefings, events, etc.).

General Obligations

• Is familiar with GIZ planning, implementation, and reporting procedures and their changes.
• Is familiar with other project components and GIZ-assisted measures, concepts, and status of implementation and knows the corresponding experts and staff.
• Represents the interest of the GIZ-assisted measure and always acts on its behalf.
• Carries out important tasks for the project, even if these are not explicitly cited in the job description.

Other Duties / Additional Tasks

• Performs other duties and tasks at the request of the project team.
• Drafts reports at the request of the project team for different Projects of the Ukraine Energy and Climate Portfolio i.e. the EU Delegation or IKI Interface project.

Requirements

• Minimum Bachelor’s degree in Energy or Housing sectors, International Relations, Politics, Management, Economics, Business, Public Administration, Social Sciences, Environmental Studies, or related field.
• At least 3 years of professional experience in a comparable position or traineeship program.
• High proficiency in written and spoken English and Ukrainian.
• Good working knowledge of ITC technologies and computer applications (e.g., MS Office).
• Keen interest in the work of the international technical assistance organizations in Ukraine.
• Basic understanding of technical assistance specifics in a local context in Ukraine.
• First experience in the field of international cooperation for sustainable development in Ukraine with particular focus on climate action and energy efficiency.
• Thorough understanding of housing, energy, and climate mitigation global and national reform agendas.
• Basic managing competencies and multitasking skills in agile team settings.
• Prioritizes support for the benefit of the team as well as the overall project success.
• Consistently approaches work proactively with energy, creative, positive, and constructive attitude.
• Ability to prioritize tasks independently with possible time constraints and workload.
• Capacity to collect, process, and analyze complex data and information and share these.
• Willingness to perform within agile team environment.
• Strong self-organization skills and goal orientation combined with a high level of frustration tolerance.
• Willingness to upskill as required by the tasks to be performed.
• Customer- and service-oriented attitude.
• Willingness and ability to travel regularly within the country.

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 project’s needs up to 10 days a month within Ukrainian border).
• Meaningful and valuable work, international environment.

Application

We are looking forward to receiving your application in English, comprising your CV and a Cover letter explaining your motivation to apply for the job to @email until Monday, COB August 17, 2026. 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.