Human Resource & Administration Officer / Офіцер_ка відділу кадрів та адміністрування

Location: Lviv  

Reporting line manager: HR Manager

Duration: 12 months renewable

Conditions: Employment contract, gross monthly salary from to EUR 1,614 to EUR 2,360, depending on proven relevant experience for the post. Moving allowance to Lviv: 600 Euros lump sum. Annual leave of 28 days per fiscal year.

Starting date: ASAP

CARE INTERNATIONAL

CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, through its 21 Members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice.

CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.

At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its Members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union, and with other external stakeholders.

Context in Ukraine

On 24th February 2022, Russia’s invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructures are conducted in the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance. 

Amid the upcoming winter, which is anticipated to be the worst in decades, at least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. Therefore, in addition to preparing the population for the approaching winter, an ongoing priority for the international humanitarian response is to secure access to recently liberated and recaptured areas in the East and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.

CARE UKRAINE

As a new actor in Ukraine, CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities, and when needed, INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), further strengthening the Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.

In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners. 

As of November 2022, CARE Ukraine has established partnerships with twelve local/national organizations (incl. four WLO’s/WRO’s) and five international NGOs. From the more than 28 million that have been raised for Ukraine thus far, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odessa, covering both the East and South of the country.

Role Objectives

Under the direction of the HR Manager, the Human Resource Officer will provide support for the implementation of all human resources policies and procedures and ensure the smooth running of human resources operations in the country office.

S/he will also provide administration functions for HR operations in the country office.  

Role Responsibilities:

The position holder will be essentially responsible for: 

Onboarding & Induction:

• Support HR Manager in scheduling induction for new joiners, both national and international staff.
• Share information on newcomers and leavers to the Security Team on a regular basis.
• Coordinate with the HR HQ for email requests for newcomers. 
• Coordinate and facilitate all on-boarding processes for newcomers. Ensure new joiners undertake mandatory courses in CARE.
• Organise Induction schedule for national staff. Coordinate with Department managers to ensure that the induction is completed within the first two weeks the staff joining the organization.
• Liaise with Logistics on the information of new comers and support with the requests of laptop, mobile phone, etc.
• Responsible for ID for all new staff (international and national)
• Ensure that induction meetings are done timely and induction checklist is updated, signed and filed in personal file.
• Liaise with Logistics on the information of new comers and support with the requests of laptop, mobile phone, etc.

HR Management and Administration

• Support the HRM and HRC in implementing Human resources guidelines, policies and procedures in the Country Office.
• Ensure that the payment of moving allowance is given to new  staff who are recruited from outside their location.

• Coordinate with the Logistics to support the new arrivals/visitors to CARE Ukraine. This includes arranging support in providing documentation for visa to Ukraine and registration of new international staff residency process in the country.
• Provide support for the transportation for new arrivals to Lviv, including international visitors. This includes arranging the ticket/bus train and coordinating the accommodation with logistics team.
• Oversee logistics management of visitors and meetings/trainings.
• Support the international staff with the residency process in the country.
• Oversee official and legal documents correspondences and filings related to HR
• Ensures staff travelling align with internal & external travel system and protocols.

Leave Management

• Manage national staff annual leave, sick leave and other leave of absences.
• Ensure that national staff leave management is properly recorded, form completed and approved by the Line manager.
• Update staff leave in the field and send the report to managers on a monthly basis.
• Support the HR Manager in coordinating travel requests for the international travels (official purpose) and leave (as required).
• Provide monthly leave report to Line Manager and send to Head of Department on a monthly basis.

Others:

• Provide support for translations of documents as required.
• Ensure high confidentiality is maintained in the work performed. 
• Conduct other duties as assigned by HR Coordinator & HR Manager.  

Essential criteria:

The post holder should be able to demonstrate the following attributes:

• Bachelor’s degree in Human Resource Management or equivalent experience in human resources and administration minimum 3 years, including 1 year in non-profit/humanitarian sector.
• Experience in managing residency process for international staff in Ukraine.
• Understanding of national labor laws and other statutory requirements in Ukraine.
• Good negotiation skills and possess ability for handling disputes/conflict.
• Possesses excellent oral/writing communication skills in English and Ukrainian
• Ability to work in a stressful environment and able to prioritize high workload with multiple tasks in fast-paced environment with tight deadlines.
• Proficiency in relevant computer applications – Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation; organizational management skills
• Ability to prioritize work, multitask, meet deadlines and work calmly under pressures.
• Unquestionable personal code of ethics, integrity, diversity and trust
• Detail-oriented, organized, and self-starting
• Strong belief in human rights and gender equality

• Strong confidentiality ethic, demonstrate flexibility, and versatility in adjusting to changing environments and requirements as necessary 

Accountability

A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

• Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding:

Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender equality:

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.

How to Apply:

Please send your complete application package (CV, motivation letter) only in English to <[email protected]>, no later than 12 March 2023, with HR & Admin Officer as the subject title of your email. Applications will be reviewed on a rolling basis.  Female candidates are strongly encouraged to apply.

Please note that only shortlisted candidates will be contacted.  References will only be contacted after the interview.