The Management Unit of the EUACI and the EU4Reconstruction Stream 2 (MFA of Denmark) is looking for an Administrative Assistant.
If you comply with the conditions below, if you are a dynamic, professional and service-oriented colleague and want to be part of a workplace with dedicated and hardworking colleagues that want to do their part to create an even better society in Ukraine then send us your Resume and Motivation Letter in English to [email protected] before 20 July 2026, COB.
The Management Unit
The Management Unit is encompassing two EU programs that are being implemented by the Ministry of Foreign Affairs of Denmark (the EUACI and the Danish part of the EU4Reconstruction Stream 2) and a joint administrative support team divided into a finance component and an administrative component. This position is for the Administration Team, which will have 4-5 staff members. When fully established, the Management Unit will include around 35-40 staff members.
The position
Title: Administrative Assistant
Place of service: The EUACI/EU4Reconstruction Stream 2 office in Kyiv
Contract: We offer a fulltime employment contract with the Danish embassy. All staff will have to pass a security check
Contract duration: The Assistant will formally be attached to the program EU4Reconstruction Stream 2 (Denmark) that is expected to end in August 2028 with possibility of the extension.
Conditions: A salary according to qualifications and embassy staff policy and a benefit package as for embassy staff, including performance bonus, health insurance and five weeks of paid holidays
Team
The Administrative Assistant will be part of the Administrative Team and will refer to the Head of Administration. The Assistant will provide day-to-day administrative and logistic support to the EUACI/EU4Reconstruction staff.
Area of Responsibility
The Administrative Assistant will ensure smooth office operations and activity administration, support employee lifecycle process, assist staff in day-to-day work, provide support to staff in the effective use of digital tools and equipment, provide logistic and travel support when necessary, provide logistic and organisational support in connection with the Management Unit moving to new office premises.
The Administrative Assistant will be attached to the EU4Reconstruction program and will be working closely with the current Administrative Assistant who is primarily attached to the EUACI program. However, many tasks will be horizontal, covering both programs.
The successful candidate will:
Carry out the office’s day-to-day daily administrative duties together with the current Administrative Assistant ensuring a professional and effective working environment, including (but not limited to):
- Manage incoming/outgoing correspondence, ensure timely and proper documentation distribution, filling and archiving and support colleagues in their handling and archiving of documents
- Maintain office calendars, schedule meetings/events, other
- Draft letters, notes, reports, and emails, often in both Ukrainian and English
- Organize meetings, appointments
- Take meeting minutes for both internal and external meetings
- Provide support to organizing events, seminars, workshops, etc
- Serve as a focal point for organizing staff travel and travel of program partners, both in Ukraine and abroad
- Order office supplies, ensure its stock
- Assist with inventory management, including registration and management of IT equipment
- Assist with onboarding of new staff on MFA digital resources and equipment, assist colleagues with routine user-related questions, and facilitate communication with the MFA Service Desk, when needed
- Become IT superuser (Microsoft office package, Danish foreign ministry software) and provide IT guidance to staff.
- Assist with translation and interpretation related to the program, provide ad hoc support when needed (Ukrainian-English)
- Perform other duties as requested by the Management Team and/or the Head of Administration
Requested Profile/Qualifications
- Bachelor degree or higher in international relations, social science, public administration or another similar field required
- A minimum of 3 years of professional experience in administration with the support function preferably within international settings
- Proficiency in MS office applications (Microsoft Word, Excel, PowerPoint etc)
- Basic IT knowledge and troubleshooting skills required
- Experience working with international organization will be considered an asset
- Experience providing logistical support and organizing travel
- Fluency in Ukrainian and English language required
Personal qualifications
- Be an inspiring person who takes responsibility, takes initiative, optimizes procedures, contributes to the corporate spirit and promote high compliance standards in order for EUACI/EU4Reconstruction effective implementation
- Customer-service orientation
- Strong organizational skills and attention to detail
- Strong analytical and problem-solving skills
- A self-starter, able to identify improvements to working practice, make recommendations and implement changes
- Proven ability to see through tasks, set and deliver results
- Be service-minded, flexible, ready to take new responsibilities, and to assist colleagues
- Possess a keen sense of ethics, integrity, and credibility
- Ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit
Apply
Interested candidates should submit their Resume and Motivation letter in English to [email protected] before close of business on 20 July 2026, with the subject line: “Administrative Assistant”.