VACANCY NOTICE: ADMINISTRATIVE ASSISTANT
We are
The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.
The EU Delegation to Ukraine in Kyiv works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Ukrainian government in areas that are part of the EU’s remit.
We offer
The post of an Administrative Assistant (Local Agent Job Profile of Administrative Assistant, Group II) in the Delegation’s Administration Section, under a fixed-term employment contract of 2 years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. For internal candidates currently holding an indefinite-term employment contract, any contractual arrangement following selection will be determined in accordance with applicable local labour law and institutional policies. The team consists of 24 people and there are occasional atypical working hours.
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Administration Section or his/her substitute, providing support, expertise and assistance to the Delegation on administrative tasks.
Following main tasks and duties are currently required:
General accounting, budgeting, reporting and support:
- Processing of accounting and budgetary transactions as Financial Initiating Agent in SUMMA system.
- Processing of payments as financial initiator in local internet banking system.
- Follow up of financial circuits with the hierarchy.
- Registration and processing of invoices, reimbursements to staff.
- Preparation of Imprest Account statements for monthly closure.
- Budgetary revision & budget amendment requests.
- Encoding of exceptions in EEAS Reporting portal.
- Queries and reports within the area of responsibility.
- To report VAT exemption requests to the local authorities by collecting of tax invoices from the operational agents and contractors.
- To manage private VAT reimbursements requests from expatriate staff.
- Backup within the Accounting Team.
- Other task & duties as assigned by the Head of Administration or his/her substitute.
Areas of responsibility:
- Reimbursement of expenses related to crisis situations.
- Rest leaves reimbursements.
- Staff temporary accommodations Art. 23.
- Petty cash.
- Office supplies, stationary and small appliances.
- Communication services.
- Financial follow-up on staff missions & related services.
- Other reimbursements to the staff.
The base salary will depend on relevant and verified employment experience, typically starting from 2950 USD currency. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.
The expected start date will be August 2026.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
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Minimum of bachelor’s degree;
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Minimum of 3 years of relevant experience. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
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Working knowledge (C2) of written and spoken English;
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Native Ukrainian, working knowledge (C1);
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Knowledge of IT tools: MS Office package;
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Right to residence and work in Ukraine;
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Medical fitness to carry out the tasks assigned.
Assets/selection criteria (basis for awarding points to select the best applicant)
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MA in Management, Finance, Administration;
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Previous experience with an international organisation;
- Understanding of EU internal applications;
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Knowledge of EU administrative rules and financial procedures.
How to apply
The applicant must apply by sending
- a cover letter in English, signed
- a Curriculum Vitæ in English (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at: https://europass.europa.eu/en
all documents to the following email address:
And mention in the email’ subject: “ Ref: 450279– JOB TITLE: ADMINISTRATIVE ASSISTANT “ no later than 17/06/2026.
Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares r relating to each document or application condition. The absence of one of these conditions or documents is a reason for the rejection of the application
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV; practical testing and interviews. At least 3 best candidates will be invited to the final Selection phase.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.
The successful candidate will be subject to a medical check.
Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.
EQUAL OPPORTUNITIES:
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.
If pre-selected, candidates with disabilities are invited to contact the Delegation eeasjobs-056@eeas.europa.eu in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.
DATA PROTECTION NOTICE: