About us

The European Policy Institute in Kyiv (EPIK), established by the Swedish Institute of International Affairs (UI) through its Stockholm Centre for Eastern European Studies (SCEEUS), will serve as a central hub for policy development focused on Ukraine’s security and EU accession. We are now recruiting a Chief of Staff to join this exciting initiative.

UI, founded in 1938, is Sweden’s leading centre for research and information on foreign and security policy. With over 70 employees and two national knowledge centres, UI promotes informed dialogue and contributes to public debate on global affairs.

Purpose of the Assignment
The Chief of Staff will coordinate EPIK’s operations and be responsible for the office’s administration under the leadership of the Director to ensure efficient institutional functioning. The role is central to directing staff, administration, strategic planning, relations with international and local partners, and supporting management in achieving EPIK’s mission.

Key Responsibilities

• Coordination of operations as part of the management of the Institute

• Administrative oversight and institutional development

• Liaison with key local and international stakeholders

• Contribution to policy research and analysis

Main work tasks

Coordination and management

• Coordinating day-to-day operations and administration, as well as contributing to overall management of Institute

• Responsible for strategic planning and planning of activities, in line with budget

• Coordinate the Policy Fellows and Visiting Policy Fellows

• Responsible for staff welfare and professional development

Administrative responsibility

• Delegated responsibility for finance, including budget, analysis, annual report and auditing, as well as ensuring compliance with laws and regulations

• Responsibility for human resource function

• Co-authorized signatory and approval manager for invoices and expenses

• Account manager for financial systems and project platforms

• Office management, including staffing, resource allocation, and design of the office

• Responsible for ensuring functioning IT, telephony, communication, marketing and office services

Liaison and Policy Analysis

• Maintain relationship with local and international stakeholders, including partner think tanks in Europe, Ukrainian authorities, and EU institutions

• Contribute with innovative and dynamic policy research, particularly on Ukraine´s security and EU accession

Education and Experience

• Master’s degree or higher in Political Science, International Relations, Security Studies, Law, Finance, or a related field

• Minimum of 8 years of relevant professional experience

• Proven management and administrative leadership experience

• Demonstrated experience in research, analysis, and policy development within think tanks, academia, government, civil society, or international organizations

Skills and competencies

• Excellent problem-solving and analytical skills

• Strong organizational and executive capacity

• Solid knowledge of EU institutions, enlargement policy, and Ukraine’s reform and integration agenda

• Ability to establish, structure, and scale a new operational unit, including organizational design, process development, and start-up leadership

Personal qualities and characteristics

• Collaborative, team-oriented, and strong interpersonal skills

• Ability to work independently within an international environment

• High integrity, discretion, and diplomatic judgment

• Proactive and solutions-oriented approach

Position Details

The position reports to the Director and is based in Kyiv, Ukraine. Ukrainian nationality is required. The role is offered as a full-time annual contract, with the possibility of extension during the initial three-year project phase.

Preferred start date: As soon as possible.

Application instructions

Please submit:

• Personal letter (maximum one page)

• CV including contact details for at least two referees

Application deadline: 11 January 2026

We value diversity and inclusion and encourage applicants from diverse backgrounds.