ADMINISTRATIVE ASSISTANT

The Embassy of Sweden in Kyiv is one of Sweden’s largest missions with 80 employees and a geographical scope that covers the whole of Ukraine. The Swedish government’s Foreign Affairs priority number one is Ukraine. We support Ukraine’s independence and sovereignty and path towards European Union membership. Sweden also contributes at a large scale to recovery, reconstruction, and to the development of a prosperous nation in cooperation with many partners in Ukraine, Sweden and internationally. If you wish to learn more about the Embassy, you are welcome to read more on our website: www.swedenabroad.se/Kyiv

We are recruiting an ADMINISTRATIVE ASSISTANT

Main tasks

You will be working as a support function with various administrative tasks, primarily for the Department for Defence. Your main tasks will be to independently manage calendars, arrange internal and external meetings including managing invitations and RSVPs, assist diplomatic staff in preparing incoming high-level visits, plan and book trips and tickets, perform simpler translation tasks (English-Ukrainian) and administer protocol matters including processing verbal notes, etc, in cooperation with a current assistant. You will have secondary responsibilities for tasks of one or more of your colleagues, and there will be one or more colleagues having secondary responsibilities for your tasks.

Qualifications

• At least 3 years of previous work experience as an administrative assistant, personal assistant or similar
• Fluency in English and Ukrainian (spoken and read)
• Excellent computer skills, including typing and Microsoft Office

Additional merits

• University degree within relevant field
• Relevant knowledge in advanced administration (for example book-keeping, project follow-up etc)
• Good knowledge of Ukrainian MFA procedures

Skills we are looking for

We believe the ideal candidate demonstrates sound judgment and flexibility. We highly value excellent organizational and interpersonal skills, and the ability to work proactively and independently in a dynamic, fast-paced environment. The ideal candidate can effectively multitask, prioritize, and remains calm under pressure.

Terms of employment

We offer an interesting work atmosphere at a foreign diplomatic mission. The employment is a full-time position with 40 working hours per week from Monday to Friday. The successful candidate will be subject to a professional background check and satisfactory security clearance, with a probation period of three (3) calendar months. Staff recruited locally are subject to terms and conditions according to Ukrainian employment law and Swedish MFA guidance for local staff.
Benefits of the job include 28 vacation days (counted as working days), wellness grant, one wellness hour per week, health insurance and the possibility to be eligible for Swedish pension after 5 years of working for the embassy.

Start date is as soon as possible (according to agreement).

Application

Your application should include a CV and short personal letter in which you briefly describe your interest in the position (both in English). For all applicants it is required that you hold relevant documents for employment under Ukrainian martial law, including the military book. If you are not a Ukrainian citizen, you need to show proof that you can work legally in Ukraine. Only applications that meet these minimum requirements will be considered.

We notify all applicants by email when the recruitment process is finalized.

Send your application no later than 13th of April via email to: jobb.kiev@gov.se. Enter Ref UM2026/08562/KIEV/Administrative Assistant in the subject field of your email.

Questions

For questions regarding the position, please contact the deputy head of Operational Support Department Adriana Dobrin at adriana.dobrin@gov.se.