HR and Finance Officer – Kyiv

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 an HR and Finance Officer 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 purpose of the role is twofold: firstly, to ensure efficient day-to-day financial operations, including budgeting, forecasting, procurement and expenditure control.; audit preparations and preparation of donor financial reports as requested by donors and other related tasks in compliance with donor requirements.

Secondly, the role includes responsibility for the office’s human resources related administration including coordinating recruitment, employment and payroll data and other tasks assigned by the Chief of Staff. The position requires secure handling of HR and financial data in line with GDPR and local regulations. Both areas of responsibility are carried out in close collaboration with relevant functions and responsible colleagues at the Stockholm Head Office.

Key Responsibilities

Finance-related tasks

• Overall responsibility for financial management of donor‑funded projects, including budgeting, reporting, audits, and compliance with donor requirements.

• Preparation, monitoring, and forecasting of project and institutional budgets, including cash‑flow planning.

• Ensuring compliance with Ukrainian financial, tax, and non‑profit legislation, in coordination with legal counsel.

• Day‑to‑day financial administration, including expenses, cost tracking, payroll, and contractor payments.

• Acting as the main contact for auditors and banks, and contributing to the development of internal policies and procedures.

HR-related tasks

• Manage day-to-day HR administration.

• Prepare HR files, payroll inputs and employment data.

• Maintain and regularly update HR and finance records and databases.

• Follow internal financial controls, including proper documentation of expenses and procurement routines.

• Oversee secure storage of documents and basic office security procedures.

• Ensure compliance with HR and finance regulations and internal policies.

Main work tasks

• Manage day-to-day HR administration for all employees, including coordination of visiting policy fellows.

• Prepare HR documentation, employment contracts, and update relevant systems.

• Compile payroll data and process employment changes.

• Handle day-to-day financial administration, including expense management and cost tracking.

• Provide administrative support for HR and finance projects, including reporting to funders.

• Manage recruitment documentation and candidate tracking.

• Prepare procurement documents and monitor contract timelines.

• Coordinate office operations and vendor relations.

• Manage IT accounts and licenses.

• Support event planning, budget tracking, and reporting inputs.

• Other assignments as requested by the Chief of Staff.

Education and Experience 

• Relevant University degree in HR, finance, administration, or related field.

• Minimum of 5 years of experience in administrative work within HR and/or finance.

• Experience with recruitment processes, payroll administration, and basic financial management.

• Familiarity with HR and finance systems, as well as strong IT skills (Microsoft Office suite, system administration).

Skills and competencies

• Solid understanding of HR processes, Ukrainian labor law, and GDPR compliance.

• Solid understanding of accounting principles and of financial reporting

• Knowledge of budgeting, expense management, and procurement processes.

• Ability to manage documentation and databases with high accuracy.

• Strong organizational and planning skills to handle multiple tasks simultaneously.

• Excellent written and verbal communication skills in Ukrainian and English. Additional language skills are considered an asset.

Personal qualities and characteristics

• Service-oriented and professional in interactions with managers, employees, and external partners.

• Flexible and solution-focused, with the ability to adapt to changing circumstances.

• Integrity and confidentiality in handling sensitive information.

• Independent yet a team player who thrives in multicultural and collaborative environments.

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 starting date: As soon as possible.

Application instructions

Please submit:

• A personal letter (maximum one page)

• A CV including contact details for at least two referees

Application deadline: 24 April 2026

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