Administrative Agent (Group IV) Kyiv/Ukraine, ECHO

Main Responsibilities: (as per the TOR):

• Provide administrative support, including staff field missions, travel arrangements, filing systems, and translation/interpretation as needed.
• Perform secretarial duties, including registering correspondence, drafting letters, maintaining filing systems, scheduling meetings, and managing stationery supplies.
• Deliver front desk and telephone services, including receiving visitors, handling calls and messages, managing office communications, preparing meetings, and updating contact lists.
• Provide HR administrative support, including welcome packages, attendance and leave follow-up, contract preparation, visa and residency tracking, and protocol matters.
• Depending on needs provide support to resource management team on finance, HR, and logistics/procurement functions, supplier coordination, and maintaining proper records.
• TA settlement and protocol.
• Support to organize events and trainings.

The detailed Terms of are available below: 

Minimum requirements

The candidates for this position need to demonstrate the following criteria:

Education:

• Secondary education or equivalent commercial school/minimum Secretarial Diploma.

Knowledge and Experience:

• Minimum 3 years of relevant experience.

• Good drafting skills. 

• Good communication skills.

• Ability to work in a multicultural environment.

• Capacity to work in a multitasking position.

• Previous experience in a Governmental or other International Organization is an advantage.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

• Previous experience in supporting finance, HR and logistics/procurement is considered an asset

Languages

• Fluency in English (oral and written).

• An excellent knowledge of Ukrainian.

Employment conditions

This position is open to nationals and other residents of Ukraine with valid work and residence permits. The contract is initially for one year with the possibility of renewal subject to a 3-month probationary period.

As an indication, the monthly basic salary is on average approximately USD 2,022, which corresponds to 3 years’ relevant work experience. The salary will be adapted according to the exact duration of relevant professional experience supported by a work certificate. In addition, the employee will receive disability/retirement allowance, a 13th month salary, as well as medical coverage.

DG ECHO applies a policy of equal opportunities. Our recruitment policy is based on respect for diversity, maintaining the gender balance, as well as the balance between professional and private life, and support for training and developments opportunities.

The national staff members observe the National Staff Code of Conduct published on https://ec.europa.eu/echo/who/about-echo/field-network_en

How to apply:

Interested candidates MUST submit:

• a cover letter,

• a detailed CV in English in the EUROPASS CV Template only which can be found at https://europass.europa.eu/en/create-europass-cv

• academic and employment certificates. 

Documents should be sent to echo-administration.amman@echofield.eu by 05/04/2026 at midnight Local Time in Kyiv at the latest. The vacancy reference (AA-Kyiv-2026-01) must be indicated in the subject line – applications with no reference will not be considered.

Shortlisted candidates will be invited for testing and interview. They will be requested:

• to bring the full supporting documentation in the original 

• to provide the name, position and contact number/details (telephone, e-mail) of three references, one of them being from a recent employer.

Candidates not selected for the position may be placed on a reserve list provided that they meet the required standards and demonstrate strong performance during the selection process. Inclusion on the reserve list does not guarantee future selection. This list will remain valid for a period of 1 year from the date of final selection, during which candidates may be considered for similar positions should vacancies arise.

Only the short-listed candidates will be contacted. Candidates who have not been contacted by 20/05/2026 should consider that they have not been selected.

Any processing of your personal data will be done in accordance with the applicable EU legislation (Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. The privacy statement can be found on ECHO website (https://ec.europa.eu/echo/system/files/2020-01/privacy_statement_recruitment_ns_final_version.pdf)

Any form of canvassing, soliciting, or influencing will be treated as grounds for disqualification