Administrative Assistant – EPIK

About EPIK

The European Policy Institute in Kyiv (EPIK) is a new hub for innovative policy development focused on European security and Ukraine’s EU accession. EPIK is being established by the Swedish Institute of International Affairs (UI) through its Stockholm Centre for Eastern European Studies (SCEEUS).

Read more about EPIK on our website.

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.

• 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

• 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

We are open to both junior and mid‑level candidates, depending on experience.

• 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

• 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

• Fluency in Ukrainian and English is required
• Additional European languages are considered an asset

• Full-time position based in Kyiv
• Reports to the Director and Deputy Director
• Preferred start date: as soon as possible

Please submit:

• CV (including references)
• Cover letter (maximum one page)

Final date to receive applications: 7 June 2026 (applications are reviewed on a rolling basis)

We value diversity and inclusion and encourage applicants from all backgrounds to apply.