Асистент/ка організатора з персоналу / HR Assistant

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organisation that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. 

INSO provides daily support to more than 1,000 NGOs operating in 18 of the world’s most insecure countries.

INSO is headquartered in The Hague, Netherlands, the international city of peace and justice.

INSO Ukraine Country Office 

INSO Ukraine opened in 2015. Since the full-scale Russian invasion in February 2022, it has rapidly expanded to a full platform serving the needs of NGOs in a fast-evolving conflict. Currently, over 250 national and international NGOs receive INSO services. We have offices in in Kyiv, Lviv, Dnipro, and Odesa. The conflict is likely to be protracted with a substantial NGO effort for the foreseeable future, and as part of INSO Ukraine, you will play a key role in supporting impactful services for humanitarian safety and helping aid to reach people in need.

Job Summary:

As an HR Assistant, you will support the HR Manager and HR Officer in the daily management of Human Resources and routine administrative workflow issues. 

Major Responsibilities:  

• Responsible for the drafting and archiving of personnel files (physical and electronic) in accordance with the INSO list of pre-established documents.
• Collect relevant data such as absence, leaves, sick leaves, time records, per diem forms, etc.
• Maintain the proper structure of folders on SharePoint and their completeness.
• Collect and organise proper keeping of personnel documents in accordance with Ukrainian labour legislation.
• Prepare hiring documents and onboarding for new staff members.
• Conduct hiring, dismissal, transfer, and business trip orders for employees.
• Prepare reports for the state bodies (employment centres, tax agencies).
• Maintain timesheets and annual leave records. 
• Keep military records.
• Keep records in employment record books, logs, and forms P-2.
• Maintain personnel records in the 1C HR software.
• Medical insurance arrangements (prepare and inform insurance company on changes in headcount).
• Assist HRM / HR Officer in the recruitment process (publish VAs, arrange interviews, prepare required forms).

Mandatory Requirements

• Diploma, minimum Bachelor’s degree in Management, Administration, Human Resources or training deemed equivalent.
• Good command of English (written and oral). Other languages are an added value.
• Minimum one year of experience in a similar position. 
• Good knowledge of Ukrainian Labor legislation.

Key Personal Competencies

• Ability to organize and manage priorities.
• Ability to process a large volume of information.
• Ability to work in a multicultural environment.
• Good interpersonal skills, teamwork, and communication skills.   
• Sense of discretion and confidentiality.

INSO’s Safeguarding Policy

INSO is fully committed to the safe recruitment, selection and vetting of all potential new staff, trustees and volunteers, and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process. 

Terms & Conditions:

Official Employment Contract with a 3-month probationary period with UAH 52 000 Gross salary. Start date – 01 September 2024.

How to apply:

Please send the following to [email protected] and reference “HR Assistant, Kyiv” in the subject line of the email. The following documents should be in PDF format and in English:

• Cover Letter specifying how you meet the mandatory requirements, any preferred characteristics, your motivation for applying, and what you hope to bring to INSO.
• Updated CV.

Please do not send any additional information. Only shortlisted candidates will be contacted.