Administrative Assistant

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). EPIK will be a new central hub for innovative policy development focused on Ukraine's security and EU accession process. We are now recruiting an Administrative Assistant to join this exciting initiative in Kyiv.

Founded in 1938, UI is Sweden's leading centre for research and information on foreign and security policy. Through research, analysis, conferences, and publications, UI promotes informed dialogue and contributes to public debate on global affairs. With over 70 employees and two national knowledge centres—SCEEUS and the National Knowledge Centre on China—UI continues to expand its reach and impact.

We are now hiring an Administrative Assistant to support the establishment and running of the Institute in Kyiv. The Assistant will focus on providing hands-on support with the practical, financial, legal, and administrative setup of the office, liaising with local stakeholders, and ensuring a smooth launch of operations. Once the office has been established, the Assistant will provide administrative support related to the daily activities of the Office.

This is a unique opportunity to contribute to Ukraine's European future through supporting high-level policy work and collaboration in an international setting. We are looking for a proactive and problem-solving Assistant. The position is in Kyiv and open to Ukrainian nationals.

Key Responsibilities

• Support the setup and daily operations of the Kyiv office, including administrative and practical tasks.
• Contribute to a professional and functional working environment for EPIK staff and visitors, in close coordination with the UI/SCEEUS team in Stockholm.
• Work under the supervision of the Director, Deputy Director, and Chief of Staff.

Main work tasks

• Office Setup & Operations
  
  Support the establishment and daily functioning of the Kyiv office, including coordination with landlords, suppliers, and IT systems, as well as procurement of equipment and supplies.
• Administrative, Finance & HR Support
  
  Handle day-to-day administration, document preparation, and compliance. Assist with basic financial tasks and HR processes such as onboarding and timesheets.
• Logistics, Events & Communications
  
  Coordinate travel, meetings, and public events. Act as a point of contact for visitors and partners, support external communications, and liaise with local stakeholders.

Experience and Skills Requirements

Educational Background

University degree in office administration or an equivalent qualification.

Professional Experience

Demonstrated experience in project coordination, office setup, and administrative operations, preferably within international or nonprofit environments. Additionally, well-versed in financial administration, event planning, and logistics management. Possesses a solid understanding of the Ukrainian administrative and legal framework.

Skills and Additional Assets

Skilled in database and file management, with strong communication abilities and the capacity to engage effectively with a wide range of stakeholders.

Personal qualities and characteristics

The ideal candidate is organized and detail-oriented, able to manage multiple priorities in dynamic settings. They are proactive and solution-focused, especially during office setup, and adapt quickly to change. With a strong service mindset and team spirit, they collaborate well and communicate clearly with diverse stakeholders. Discreet and trustworthy, they handle sensitive information responsibly. Their cultural awareness supports thriving in international environments, and they consistently deliver on commitments with reliability and ownership.

Language skills

Fluency in Ukrainian and English is required, and proficiency in additional European languages is considered an asset.

Position Details

The position reports to the Director. It is based in Kyiv, Ukraine, and requires Ukrainian nationality. The role is offered as a full-time annual contract, with the possibility of extension during the initial three-year project phase.

Preferred start date: As soon as possible.

Application instructions

Please submit the following documents:

• A personal letter (maximum one page)
• Your CV, including contact details for at least two referees

Application deadline: 28 November 2025

We value diversity and inclusion and strive to create a workplace where everyone feels welcome. We encourage applicants from diverse backgrounds and experiences to apply.