Receptionist/Administrative Assistant

The Embassy of Sweden in Kyiv is a mission with 60 employees and a geographical scope that covers the whole of Ukraine. The working language at the Embassy is English and all employees are expected to master this language. If you wish to learn more about the Embassy, you are welcome to read more on our website.

We are now recruiting a RECEPTIONIST/ADMINISTRATIVE ASSISTANT.
You will be working as a support function with various administrative tasks, and you will be part of the Operational Planning Department, comprising of a total of 16 staff members.

Main tasks
Your main tasks will be manning the reception, in cooperation with our current receptionist. You will also be handling administrative tasks within the logistics area, for example: ordering office supplies, managing cleaning staff, overseeing properties maintenance as well as planning and booking trips and tickets and performing simpler translation tasks (English-Ukrainian). You will have secondary responsibilities for all or some tasks of one or more of your colleagues, and there will be one or more colleagues having secondary responsibilities for your tasks. We believe the ideal candidate possesses good judgement, is flexible and service minded, with excellent communication skills. The ideal candidate is a team player, but has, at the same time, the capacity to pursue tasks independently.

Qualifications

• At least 3 years of previous work experience as a receptionist or 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
• Relevant knowledge in administration
• Good knowledge of Ukrainian MFA procedures

Terms of employment
The employment is a full-time position with 37,5 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, health insurance, the possibility to be eligible for Swedish pension after 5 years of working for the embassy and a “13th salary”. Start date is 2nd of January or sooner (according to agreement).

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

Please note that only short-listed candidates will be contacted.

Send your application no later than 4th of November via email to: jobb.kiev@gov.se. Enter Ref UM2024/28134/KIEV/Receptionist in the subject field of your email.

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