Head of Administration, HR, and Operations

Огляд

Ukraine2EU is a multi-year international technical assistance programme supporting Ukraine on its path toward European Union membership. The programme works closely with Ukrainian public institutions, international experts, and civil society to strengthen institutional capacity, support reforms, and ensure effective coordination of the EU integration process. The programme is implemented by Central Project Management Agency (CPVA), a Lithuanian public institution with extensive experience in managing EU-funded and donor-supported programmes, and operates through offices in Kyiv and Vilnius. Ukraine2EU is seeking a Head of Administration, HR, and Operations to serve as a key leadership role within the programme. This position is responsible for building and overseeing robust administrative, HR, and operational systems, ensuring compliance with donor and institutional requirements, and supporting the smooth and effective functioning of the programme across locations.

Обов'язки

• lead coordination between Kyiv and Vilnius offices on all administrative HR and operational matters
• definition standardization and oversight of operational policies procedures and tools across programme locations
• establishment and enforcement of programme-wide rules for information and document management SharePoint access rights naming conventions structure ensuring secure handling of sensitive documents
• approval of information and document management system architecture delegation of daily maintenance to IT and admin teams
• ensuring efficient Kyiv office operations including workspace readiness equipment supplies access control and physical environment maintenance
• oversight of travel logistics and administrative processes delegation of execution while maintaining quality and compliance
• standardization of internal communication workflows ensuring timely information flow between teams leadership and offices
• definition and oversight of the programme’s talent strategy including roles profiles capabilities and remuneration principles
• oversight of recruitment selection and candidate onboarding and offboarding processes ensuring transparency compliance and consistency
• approval and monitoring of staff development initiatives training programmes and performance management
• management of attendance tracking leave management HR reporting and payroll documentation
• promotion of a collaborative professional and service-oriented culture
• ensuring high-quality administrative and organisational support for governance bodies
• identification of operational HR and administrative risks and implementation of mitigation strategies
• proactive resolution of logistical and administrative challenges to prevent delays in programme delivery

Вимоги

• university degree in Human Resources Public Administration Business Administration Management or a related field
• at least 5 years of progressive experience in HR management administration or operations within international or donor-funded programmes
• strong knowledge of HR processes recruitment cycles operational management and Ukrainian labour legislation
• experience managing teams and working in structured compliance-driven environments
• previous experience in EU-funded or international technical assistance programmes will be an advantage
• excellent organisational and communication skills strong attention to detail
• ability to manage multiple priorities and solve problems proactively
• fluency in Ukrainian and English
• high level of integrity discretion and professionalism when handling sensitive information

Умови

• full-time position
• based in Kyiv with regular coordination with the Vilnius office
• hybrid work format
• competitive salary based on experience and qualifications
• opportunity to work in a high-impact international programme supporting Ukraine’s EU integration