HR & Administration Officer/ Спеціаіст/ка з управління трудовимим ресурсами та адміністрування в програму гуманітарної допомоги

Global Communities is responding to the crisis in Ukraine, delivering humanitarian, recovery, and development assistance through a community-led response. Global Communities’ response is designed with the goal of saving lives, reducing suffering, and addressing urgent needs while supporting communities to lead their own response and prepare for recovery. 

== assist the HR & Admin Director with everyday duties, including issues in the areas of personnel management, policies, and procedures, hiring, record keeping, contractual and legal matters, consultancy procurement, office operations, and the design and implementation of administrative systems for all Global Communities offices in Ukraine. The position is based in Kyiv.

Job Responsibilities 

• Prepare official documents and other correspondences with Ministries and other authorities.
• Assist in organizing meetings and trainings
• Ensure that all administrative files are organized
• Assist in travel arrangements for visitors, as needed
• Follow up on work permit procedures for the recruited staff, as needed
• Ensure adherence to GC policies and procedures in all processes. 
• Review and support developing GC HR field policies and templates. 
• Coordinate staff recruitment, including but not limited to, advertising, screen, interviewing, hiring, 
• Ensure GC recruitment policies and procedures are adhered to upon hiring. 
• Ensure staff receive a full introduction into the organization. 
• Apply Performance Management procedures and coordinate all related activities. 
• Assist and remind supervisors to conduct annual performance appraisals for staff and assist direct supervisor to conduct training to staff on performance appraisal process; 
• Coordinate staff exits, trainings, staff benefits schemes etc. 
• Coordinate with relevant partners, suppliers, authorities, lawyers etc. 
• Prepare and submit periodic reports as appropriate,  
• Ensure timely and accurate preparation and processing of payroll and ensure accuracy of staff salaries. 
• Ensure processing of job offer, employment contract, consultancy contracts, amendments, and other personnel related correspondence such as change of status (termination of contracts, promotion, warning letters, salary increment), confirmation of probationary period, service/working certificates, , in timely manner. 
• Ensure that all necessary support documents are collected and checked prior to finalizing contracts. 
• Maintain Master HR Database and update it accordingly. 
• Ensure that recruitment, leave and vacancy trackers are updated. 
• Brief/debrief staff team members on issues relating to a variety of HR areas. 
• Provide advice and guidance on personnel conflicts/processes when relevant. 
• Ensure that staff records in all offices in the area are up to date and filed appropriately. 

Education and Training 

A university degree in a relevant field or a combination of experience and education working in this sector. 

Experience 

• A minimum of 2 years experience in HR and Administration
• Knowledge of accepted HR practices and procedures. 
• Self-motivated, demonstrated capacity to work effectively in a fluid operating environment with minimal supervision
• Past work with local NGOs and/or international donor funded programs preferred.

Technical skills 

• High analytical and reporting skills.
• Team player with excellent planning skills
• Ability to solve problems in the field with suppliers
• Working knowledge of English, native Ukrainian, Russian (optional)
• Excellent command of excel and other database applications.
• Computer/word processing and standard office software skills.

Interested candidates are asked to send CVs and Cover letters to [email protected] by COB August 01, 2022 indicating position title in the subject line.

Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults at risk.