VACANCY NOTICE: ADMINISTRATIVE ASSISTANT

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VACANCY NOTICE: ADMINISTRATIVE ASSISTANT

31.08.2026 New opportunity

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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 to assist the EU Delegation Regional Security Team, under a fixed-term employment contract of 3 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 25 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 EU Delegation Regional Security Team with non-classified administrative tasks.

Following Main Tasks And Duties Are Currently Required

Security Information Analysis

• Systematically collecting non-classified information related to the evolution of security threats across Ukraine and neighbouring countries (security events and incidents), as well as any other elements that may affect the security interests of the EU Delegation;
• Maintaining non-classified incident logs and non-classified security databases related to security events and incidents;
• Analysing and processing non-classified security events and incidents in order to provide the Regional Security Team with an up-to-date security situational picture, including through non-classified verbal briefings, written reports, and presentations.
  
  

Security Operations

• Assisting the Regional Security Team with non-classified administrative aspects related to the implementation of the EEAS and EU Delegation’s standard operating procedures and contingency plans;
• Accompanying, when required by the Regional Security Team, mission personnel during field missions in the country.
  
  

Liaison and Coordination

• Assisting the Regional Security Team with non-classified administrative aspects related to liaison and coordination with host nation security actors (e.g., military, law enforcement, and intelligence services), as well as national, local, and provincial authorities, including attending non-classified virtual and in-person meetings when required.
  
  

Compliance

• Assisting the Regional Security Team with non-classified administrative aspects related to the Framework Contract for Security Services of the EU Delegation
• Maintaining, under the supervision of the Regional Security Team, the warden system and ensuring that information related to EUDEL local staff is kept up to date.
  
  

Training and Awareness

• Assisting the Regional Security Team with non-classified administrative aspects related to training and security awareness activities for EU Delegation staff, including delivering non-classified briefings and supporting exercises and emergency drills.
  
  

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 November 2026.

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Higher level qualifications and/or higher level vocational studies;
• Valid driver’s license: category B
• Minimum of 6 years of relevant experience in:
• Security management (security operation supervisor)
• Risk analysis or intelligence
• Diplomatic or international organization security environment. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
• Working knowledge (C1) of written and spoken English;
• Working knowledge (C1) of written and spoken Ukrainian;
• Knowledge of IT tools: MS Word, Excel, Access, Power Point, digital mapping and GIS system;
• Right to residence and work in Ukraine;
• Medical fitness to carry out the tasks assigned.
  

Assets/selection criteria (basis for awarding points to select the best applicant)

• University degree or equivalent;
• Knowledge of VHF and UHF radio operation;
• Knowledge of CCTV environment;
• Experience in high-risk or conflict-affected environments is highly desirable;
• Knowledge of Russian.
  
  

Personal skills

• Analytical thinking and sound judgment;
• Crisis response capability;
• Strong reporting skills;
• Ability to work under pressure;
• Discretion and confidentiality;
• Effective liaison and coordination skills.
  
  

Specific physical requirements

• Position based in Kyiv with frequent travel within Ukraine;
• Exposure to high-risk and dynamic security conditions;
• May require availability outside normal working hours.
  
  

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: [email protected]

And mention in the email’ subject: “Ref: 521660 – JOB TITLE: ADMINISTRATIVE ASSISTANT“ no later than 15/09/2026.

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 [email protected] 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

https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-recruitment_en