Менеджер(-ка) з управління персоналом та адміністративної діяльності в програму USAID CLEAR/HR/Administrative Manager for USAID CLEAR Program

Global Communities is seeking a qualified and experienced Human Resources/Administration  Manager  for USAID’s BHA Community-Led Emergency Action and Response Program (CLEAR). This program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response. To that end, CLEAR will partner with local CSOs to implement humanitarian projects that address protection, shelter, or water, sanitation, and hygiene (WASH) needs in their communities. The program will work in Chernivtsi and Chernihiv oblasts. 

 ESSENTIAL DUTIES AND RESPONSIBILITIES 

The Human Resources Manager will oversee all Human Resource issues in the areas of personnel management, policy and procedures, record keeping, contractual and legal matters, and the design and implementation of administrative systems. 

Personnel Management

• Ensure up to date maintenance of Human Resource and Personnel files for all Ukraine-based staff and liaise with Field Staff routinely.
• Ensure that all employees have accurate job descriptions. Work with relevant supervisor and Program Director to revise job descriptions on a case-by-case basis.
• Develop, organize and follow a hiring practice in coordination with relevant supervisors. 
• Liaise with appropriate Government Office on all personnel issues to ensure total compliance to government system policies.
• Assist in obtaining visas, work permits and any other requirements for expatriate personnel.
• Assist in the entire process of the hiring, probation, evaluation, promotion and termination of staff.
• Provide updated orientation package and arrange presentation to all new staff.
• Maintain leave tracking system (sick/annual/home/holiday/LWOP) for international and national staff and give regular monthly updates.
• Identify training needs and develop internal and external training opportunities for CLEAR staff.
• Bring potential personnel problems and achievements to the attention of the relevant supervisor.
• Develop and maintain an accurate staff database. 
• Ensure efficient functioning of the administrative filing system for the Kyiv CLEAR office. 
• Maintain absolute confidentiality and professionalism for all personnel paperwork, records and issues.

Policy

• Communicate areas of change in both policy and procedure to all staff working through appropriate manager/coordinators. Institute and apply all policies and procedures for both National and International staff in a manner which is fair, transparent and consistent.
• Ensure total conformity on all administrative policies and procedures as outlined in the Staff Personnel Policy.
• Become familiar with Global Communities Expatriate policy and administration manual.

• Insurance, Properties and Leases

• Liaise with relevant authorities and/or agencies to develop standard medical insurance for staff.
• Maintain system of medical claims as a substitute for medical insurance policy.
• Contractual/Legal Matters.
• Track contracts and undertake extensions or renegotiations in a timely manner that involves the relevant supervisor. 
• Promote and uphold Global Communities mandatory reporting procedures.
• Ensure Global Communities compliance to all applicable laws and principles. 
• Liaise with the Global Communities assigned attorney on all legal issues. 

QUALIFICATIONS

• High degree of computer literacy; Excel and Word are essential. 
• Familiarity with interpretation and application of National policies, rules and regulations, staff entitlements and benefits, recruitment and selection practices and training programs.  
• Ability to prepare clear and concise reports. 
• Familiarity with USAID Rules and Regulations
• Must be able to work in collaboration with both national and international staff. 
• Demonstrated ability to supervise staff and promote a team environment.
• Ability to work in a multicultural context as a flexible and respectful team player. 
• Excellent organizational skills and ability to determine priorities and respect deadlines.  

EDUCATION and/or EXPERIENCE 

University degree, preferably in Human Resources Management, Business or Public Administration would be desirable.  A minimum of four years’ experience in Administration and Human Resources management, preferably with international organizations.

LANGUAGE SKILLS  

Professional proficiency in written and spoken English, and Ukrainian and/or Russian. Must be able to read and interpret documents, and communicate with others as necessary to perform job duties effectively.  

WORKING CONDITIONS 

Able to sit at a computer and operate a keyboard, for extended periods of time. Must be able and willing to frequently travel domestically to regional offices and program sites.

Interested candidates are asked to send CVs and Cover letters to [email protected] as soon as possible, but no later than COB October 15, 2022 indicating position title in the subject line.  

Interviews will be conducted on a rolling basis. 

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.