Description of the context

To address the changing needs of Ukrainian municipalities and national level stakeholders during wartime, the Swedish International Development Cooperation Agency (Sida) has initiated a broader programme in support of multilevel governance and recovery. This programme is called “Polaris: Supporting Multi-level Governance in Ukraine”. It is implemented by SALAR International and planned for four years (July 2024-May 2028).

Polaris Programme aims to work with both short and long-term focus, addressing the needs of the multi-level governance system in Ukraine and in parallel strengthening municipalities’ public service provision, as well as their direct engagement in the recovery and reconstruction processes, in line with the requirements of Ukraine’s EU accession.

The Programme’s support is provided through two operational components: one focusing on policy and collaboration with national stakeholders, and the other providing direct support to municipalities. The support encompasses six thematic areas: Education, Fiscal Decentralisation and Budgeting, Administrative Service Provision, Locally-led Recovery, International Municipal Cooperation, and Municipal Enterprises. In addition, the Programme will provide material support to meet short-term material crisis needs of municipalities.

Role Description

The programme assistant is a part of the Support Unit in Ukraine and will be working closely with the team members. The work will include supporting office maintenance, assisting in administrative and logistics procedures and organization of events and trips. The assistant will also work on various tasks from the thematic units to ensure efficient implementation of activities.

Main responsibilities:

• Handle administrative tasks related to programme activities, including courier deliveries and documentation flow;
• Support office payments and the management of office consumables and supplies;
• Assist the programme team with day-to-day operational tasks, including logistics, travel bookings, accommodation and local arrangements;
• Assist in the organisation of events and trainings;
• Assist with procedures related to legal and financial compliance required for programme implementation in Ukraine;
• Assist with procurement-related documentation, including scanning, printing, delivery, filing, and archiving;
• Support with communication with suppliers including preparation of documentation service follow up, branding, and basic quality checks;
• Regularly update the management of the support unit on work progress, challenges, and achievements;
• Provide general day-to-day administrative support to the office in Kyiv.

Application

Send your application with max 3 page CV and max 1 page cover letter (in PDF) and portfolio of relevant conducted projects (descriptive and/or graphic part) preferably in English to ukraine@salarinternational.se. Please note “Polaris Programme Assistant” in the subject line. The interviews will be conducted on an ongoing basis. Early applicants are encouraged. Only shortlisted applicants will receive a response by email when the recruitment has been finalised.

For more information, please download the Terms of Reference.

Deadline: 25 October 2026