About the European Policy Institute in Kyiv (EPIK)
EPIK is a new central hub for innovative policy development focused on European security and Ukraine’s EU accession. The European Policy Institute in Kyiv (EPIK) is being established by the Swedish Institute of International Affairs (UI) through its Stockholm Centre for Eastern European Studies (SCEEUS).
The role
We are looking for an Administrative Assistant to support the establishment and day‑to‑day operations of our office in Kyiv. In the initial phase, the role focuses on supporting the practical, administrative, financial, and logistical setup of the office. Once established, you will play a key role in ensuring the smooth daily running of the office.
Key responsibilities
- Support the establishment and day‑to‑day operations of the Kyiv office and help create a professional and efficient working environment
- Provide broad administrative support across office management, logistics, finance, and HR functions
- Coordinate closely with teams in Stockholm as well as local partners, suppliers, and service providers
- Assist in organising meetings, travel, events, and visits, ensuring smooth and well‑coordinated activities
Main work tasks
- Support office setup, procurement, and coordination with service providers, ensuring smooth daily operations
- Manage day‑to‑day administration, including scheduling, documentation, and correspondence
- Assist with financial administration as well as HR processes such as onboarding, documentation, and recruitment coordination
- Organise travel, meetings, and events, and serve as a point of contact for visitors and partners
Experience and skills requirements
- Relevant education in administration, business, or a related field, or equivalent work experience
- Some experience in office administration, coordination, or similar roles (full responsibility is not required)
- Basic understanding of financial administration (e.g. invoices, expenses, simple bookkeeping), with familiarity with Ukrainian administrative processes considered an advantage
- Experience supporting events, logistics, or coordination is a plus
Personal characteristics and qualities
- Well‑organised and able to manage multiple tasks
- Proactive, solution‑oriented, and comfortable taking initiative
- Flexible and adaptable in a dynamic environment
- Service‑minded, collaborative, and a strong communicator
- Reliable, discreet, and able to handle sensitive information
- Interested in working in an international and multicultural setting
Language skills
- Fluency in Ukrainian and English is required
- Additional European languages are considered an asset
Position details
- Full-time position based in Kyiv
- Reports to the Director and Deputy Director
- Preferred start date: as soon as possible
Application instructions
Please submit the following documents:
- CV (including references)
- Cover letter (maximum one page)
Application deadline: 21 August 2026. Applications will be reviewed on a rolling basis, and interviews will be conducted as suitable candidates are identified.
Diversity and inclusion
We value diversity and inclusion and encourage applicants from all backgrounds to apply.
