Project description

The project "Financing Energy for Low-carbon Investment – Cities Advisory Facility - Eastern Partnership and Central Asia Program (FELICITY II)" focuses on providing technical assistance to project promoters in Ukraine's water and wastewater sector. The aim is to support the development of low-carbon, climate-resilient infrastructure, improve water security, reduce environmental pollution, and lower greenhouse gas emissions. FELICITY II helps local utilities and municipalities prepare bankable projects, access international climate finance, and align with European Investment Bank (EIB) standards to achieve sustainable urban infrastructure development.

Job description

The responsibilities of the Office Administrator are as follows:

• Under auspices of and in coordination with the Team Leader and deputy team leader
• Assume management responsibility for smoothly running the project office in the frame of set procedures including.
• Assist with budgeting for all project-related events, works, and services.
• Prepare monthly budget forecasts and submit requests for operating funds.
• Manage contracting of local service providers and process payments.
• Review invoices for accuracy and ensure all required supporting documents are properly filed.
• Execute project payments/transfers and maintain security of petty cash boxes.
• Prepare and submit monthly financial and administrative reports in accordance with GIZ and GFA procedures.
• Maintain proper documentation for all financial transactions and bank accounts.
• Provide logistical backstopping for local and international experts, including travel arrangements.
• Address secretarial, IT, and general office management needs as required.
• Support the organization and coordination of project events such as seminars, conferences, and study tours.
• Undertake procurement activities and ensure compliance with set procedures.
• Conduct bookkeeping services, ensuring accuracy in records.
• Serve as the communication point between local and international organizations.
• Maintain regular communication with GIZ as the contracting authority.
• Translate project-related documents between English and Ukrainian (or relevant languages).
• Ensure proper documentation and filing of all project-related materials.
• Support registration or prolongation procedures for the project.
• Undertake other office management activities as requested by the Team Leader / Deputy Team Leader.

Qualifications

• Bachelor’s degree or equivalent in business administration, office administration, or related fields.
• Proven experience in office administration, office management, or a related field.
• Demonstrated experience in supervising staff and managing office operations effectively.
• Proficiency in basic office tasks such as filing, record-keeping, data entry, and managing paperwork.
• Excellent financial management skills, including budgeting and expense management.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Power Point, Outlook).
• Familiarity with email and internet usage.
• Strong verbal and written communication skills.
• Ability to interact professionally with clients, customers, and colleagues.
• Good listening skills and the ability to follow instructions accurately.
• Flexibility to adapt to changing priorities and work demands.
• Ability to learn new tasks or procedures quickly.
• Willingness to take on additional responsibilities as needed.
• Fluent in English..

Application

Please apply directly here online.
Only for questions. Contact : khyati.gaur@gfa-group.de

Contact person

Khyati Gaur Khyati.Gaur@gfa-group.de
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