Administrative Assistant for the Secretariat Supporting the Selection Competition for the Positions of the Deputy Head of the SAPO

General background

The EU Anti-Corruption Initiative in Ukraine (EUACI) is the European Union’s technical support program in the area of anti-corruption in Ukraine, co-funded and implemented by the Ministry of Foreign Affairs in Denmark. The overall objective of the EUACI is to achieve significant progress in preventing and countering corruption, ensuring the coherence and systemic anti-corruption activities of state and local self-government bodies, and to empower civil society and citizens to contribute to the combatting of corruption, as well as the proper process of Ukraine’s post-war recovery. The program runs till April 2027.

One of the beneficiaries of the EUACI is the Specialized Anti-Corruption Prosecutor’s Office (SAPO). Established in 2015 and reconstituted as a separate legal entity in 2024, SAPO is a prosecutorial agency with a primary mandate to prosecute top-level corruption, including criminal offences committed by senior public and local officials and cases that threaten national security. The Law “On the Prosecution Service” determines SAPO’s status, mandate, powers, and organization, while the Criminal Procedure Code of Ukraine defines its investigative jurisdiction.

In accordance with the Law on the Prosecutor’s Service, the organisation and conduct of the competition for the positions of Deputy Prosecutor General – SAPO Head, First Deputy Head, and Deputy Head of SAPO are carried out by the Selection Commission (hereinafter – the Selection Commission) that consists of six members:

• three persons appointed by the Prosecutor General based on proposals from the Council of Prosecutors of Ukraine, and
• three persons appointed by the Prosecutor General based on proposals from international and foreign organisations that, in accordance with international or intergovernmental agreements, have been providing Ukraine with international technical assistance in the field of preventing and combating corruption over the past three years.

Following the voluntary resignation of Deputy Head of SAPO Andriy Syniuk on 14 November 2025, a vacancy arose for this position. Accordingly, on 19 March 2026, the Selection Commission was established, primarily to conduct the competition for the position of Deputy Head of SAPO.

The upcoming selection of the Deputy Head of SAPO will be the first application of substantially reformed rules provided by Law No. 3509-IX, adopted in December 2023, as part of the IMF and the EU conditionalities.

In accordance with Article 29-1 of the Law of Ukraine “On the Prosecutor’s Service”, the financing and logistical support of the activities of the Selection Commission and its members, including the Secretariat established to assist in their work, may be provided through international technical assistance.

In light of the high volume of information, correspondence, official requests, and other documentation involved in the work of the Selection Commission, as well as the need to provide proper logistical support for official meetings and members’ travel, it is essential to engage an administrative assistant.

Objective

The objective of this assignment is to support an effective, transparent, and well-organised selection process for the position of Deputy Head of SAPO by ensuring administrative and logistical support for the Selection Commission and its members, in accordance with Article 29-1(3) of the Law of Ukraine “On the Public Prosecution Service,” including through the engagement of a Secretariat established to assist the Commission in its work.

The Administrative Assistant shall support day-to-day organisational, documentation, and coordination tasks, ensure timely preparation and proper handling of administrative materials, and facilitate the smooth operation of the Commission’s activities, while fully respecting the independence, impartiality, and decision-making autonomy of the Selection Commission members throughout the selection process.

Scope of work

The Administrative Assistant shall provide administrative, organisational, and logistical support to the Selection Commission as a part of the Secretariat. The Administrative Assistant shall perform assigned tasks from Selection Commission members and shall fully respect the independence, impartiality, and decision-making autonomy of the Selection Commission.

Administrative assistant is expected to:

• Assist with the daily operations of the Secretariat and Selection Commission, including scheduling, document circulation, filing, and handling incoming and outgoing correspondence.
• Provide efficient administrative assistance to the Selection Commission upon its request.
• Prepare, format, and manage documents related to the SAPO Deputy Head selection process, ensuring accuracy, completeness, and compliance with applicable procedures upon Selection Commission request.
• Support the administration of all stages of the selection process in coordination with the Secretariat if requested by the Selection Commission.
• Draft administrative and procedural documents, including letters, meeting agendas, minutes of Selection Commission meetings, memoranda, and other materials, upon request of the Selection Commission or the Coordinator of the Secretariat.
• Maintain a structured and well-organised electronic and/or physical filing system for all selection-related documents, ensuring proper version control and accessibility.
• Organise meetings, interviews, workshops, and other events related to the selection process, including logistical arrangements, preparation of agendas, taking minutes, and follow-up on agreed action points by the Selection Commission.
• Ensure timely organisation of translation and interpretation services for all materials and meetings of the Selection Commission members, as required.
• Assist in the preparation and signing of additional agreements, memoranda, or other administrative documents related to the work of the Selection Commission, if needed.
• Coordinate travel arrangements, accommodation, and other logistical needs for members of the Selection Commission, in line with applicable rules and procedures.
• Perform any other administrative or organisational duties assigned by the Selection Commission to support the SAPO Deputy Head selection process.

Confidentiality and Data Protection

In carrying out these duties, the Administrative Assistant shall ensure strict protection and confidentiality of any personal data, sensitive information, or restricted materials obtained in the course of work. Such information shall be used solely for the purpose of fulfilling responsibilities related to the SAPO Deputy Head selection process and shall not be disclosed or used for any other purpose.

Deliverables

The Administrative Assistant shall ensure the timely delivery of the following outputs throughout the duration of the Selection Commission’s work:

• Updated meeting schedules, calendars, and coordination lists for the Selection Commission and the Secretariat.
• Organised correspondence records (incoming and outgoing), maintained in a structured manner.
• Draft agendas and background materials for meetings, interviews, and other Commission-related events.
• Draft minutes and attendance lists of Selection Commission meetings, prepared in a timely manner and in accordance with agreed formats.
• Follow-up notes on agreed action points, as instructed by the Coordinator of the Secretariat and Selection Commission.
• Properly formatted and compiled administrative and procedural documents (letters, memoranda, internal notes, etc.) prepared upon request.
• A well-maintained electronic and/or physical filing system for all selection-related documents, ensuring version control and accessibility.
• Organised logistical arrangements for meetings, interviews, and events, including venues, online platforms, and technical support.
• Coordinated travel and accommodation arrangements for the members of the Selection Commission, in line with applicable rules.
• Timely organisation of translation and interpretation services for Commission materials and meetings, as required.
• Proper handling, storage, and use of personal data and sensitive information in compliance with confidentiality and data protection requirements.
• A brief administrative summary outlining key organisational and support activities performed during the selection process, prepared upon completion of the assignment (up to 2 pages).

Qualifications

1. Key qualifications:

• A Master’s degree in Business Administration, Public Administration, or a related field is preferred.

• At least 5 years of relevant professional experience in administrative or project support roles, with demonstrated experience in project coordination, document circulation, filing, and records management.

2. Adequacy for the assignment

• Previous engagement with international projects in the sphere of law enforcement/judicial/ anti-corruption reform would be considered an advantage.

• Previous experience in selection processes will be considered as an asset.

• Excellent organizational skills.

• Respect for deadlines.

• Ability to work under pressure and extra hours if necessary.

3. Experience with the region and languages

• Language: Fluency in written and spoken English (CEFR level B2) and Ukrainian C1 is a must.

Budget, timeframe, and location

Payments to the Consultant shall be made on a monthly basis against Consultant’s timesheet and invoice for the respective period. Payments shall be based on the actual days worked and the agreed daily fee rate.

The intended commencement date is the date of signature of the contract with the Consultant, and the period of implementation will be up to 7 months, commencing in April 2026. The assignment includes up to 60 working days per full term of the Contract. The expert is expected to work online and offline in Kyiv.

Reporting and management

The performance of the Contractor will be judged upon reaching the purpose of this contract as well as obtaining its results, as indicated in the section “Objective” and “Deliverables” herein respectively. Moreover, the performance of the Contractor will be judged upon the successful implementation of all the specific activities indicated in Section “Scope of work” of this document

By signing the contract, the Consultant agrees to hold in trust and confidence any information or documents (“confidential information”) disclosed to the Consultant or discovered by the Consultant or prepared by the Consultant in the course of or as a result of the implementation of the contract, and agrees that it shall be used only for the contract implementation and shall not be disclosed to any third party. The Consultant also agrees not to retain copies of any written information or prototypes in its archive and for its use.

How to apply

The deadline for submitting the proposal is the end of the day on 26 April 2026. All interested candidates should submit:

• Experts’ CV, not more than 3 pages
• Cover letter
• Financial offer, including daily fee

If these documents are not submitted in line with the request above, the bid will not be considered. The proposal shall include the aforementioned information and should be submitted within the above deadline to [email protected] cc to [email protected] indicating the subject line: Administrative assistant for the Secretariat for SAPO Deputy Head selection process.

You will receive an auto-reply from the [email protected] mailbox when the offer has been received. If you do not receive an auto-reply, your offer was not received and you should contact the EUACI by phone.

Bidding language: English.

Any clarification questions regarding the terms of reference should be addressed to [email protected], not later than 20 April 2026, 17:00 Kyiv time.

Evaluation criteria