People and Culture Officer / Фахівець/чиня з кадрових питань

Global Communities, formerly CHF International, is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable. Global Communities is responding to the crisis in Ukraine, delivering humanitarian 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 setting them up for recovery.

Position of People and Culture Officer exists to assist in HR administration, recruitment, diversity, equity and inclusion initiatives as well as other activities of People and Culture Department and provide People and Culture support to the Global Communities (GC) staff in Ukraine. The People and Culture Officer must be able to deal effectively with people and handle all tasks assigned. S/he should deal with preparation and submitting various contracts, personal memos/documents and other personnel issues as required. People and Culture Officer will dedicate most of the time to support People and Culture Director with performance management initiatives and learning and development of the staff. The position report to People and Culture Director and is based in Kyiv, Ukraine.  

Responsibilities: 

Day-to-day Human Resources Administration

• Assist with day-to-day operations of the People and Culture functions and duties supporting all GC (Global Communities) offices in Ukraine with handling human resources requests;
• Provide clerical and administrative support to People and Culture Director and HR and Legal Manager; 
• Compile and update employee records (hard and soft copies); 
• Maintain employees records in Podio system (HRIS); 
• Update HR trackers (leave tracker, personal information, etc) when requested; 
• Provide inputs supporting People and Culture Director and HR and Legal Manager with preparation reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc);
• Support People and Culture Director to deal with employee requests regarding human resources issues, rules, and regulations;
• Support HR and Legal Manager with processing document workflow required by Ukrainian legislation (employment contracts, orders, letters, resignation paperwork; paperwork related to shifting employees to the new positions etc) including but not limited to preparation of letters for State Enterprise “Directorate General for Rendering Services for Diplomatic Missions”;
• Support with scanning and maintaining HR archives;
• Work closely with People and Culture Senior Officer on registration of leave (vacation) requests and preparation letters and orders for State Enterprise “Directorate General for Rendering Services for Diplomatic Missions”.
• Support People and Culture Senior Officer with bi-monthly collection and processing of employees’ timesheets if needed;
• Support People and Culture Director with preparation documentation for visa and residence permits application for international staff. 
• Prepare Procurement Requests and Payment Vouchers related to the People and Culture activities. 

Recruitment 

• Provide support to Recruitment Officer with recruitment processes if needed; this may include but not be limited to assisting with longlisting, arranging interview with the candidates; participating in interview as People and Culture representative and assisting in collection of interview forms. 

Compensation and benefits 

• Upon request of HR and Legal Manager assist with providing information to Finance team for staff payroll (providing relevant data (absences, bonus, leaves, etc);
• Support with maintaining records and proper documentation of staff benefits (including but not limited to relocation allowance, war allowance);
• Maintain the records and tracker of Professional development fund for GC (Global Communities) Ukraine staff; 
• Support with collecting information for medical and life insurance. 

Performance management 

• Collect and ensure proper filing of Annual Goals Forms and Performance Evaluation forms for Global Communities Ukraine staff; 
• Support P&C team with dealing with employee requests regarding performance management procedure;

Learning and Development and Well-being 

• Maintain records on the use of Global Communities Professional development fund in close collaboration with People and Culture Director; 
• Provide inputs to the requests regarding organizing team building activities for Global Communities Ukraine staff working closely with Travel and Events Team.  
• Supporting People and Culture Director with arranging staff well-being surveys and drafting well-being workplans. 

The post holder may be asked to perform any other job-related duties as assigned by the supervisor. 

Education and Training:

• Bachelor Degree in human resource management or social sciences (or related field) is required. 

Experience:

• A minimum of 2 years experience in People and Culture (Human Resources); 
• Human Resources INGO experience is desired. 
• USAID/BHA funded projects experience is preferred.

Technical skills:

• Knowledge of People and Culture (Human Resources) practices and procedures.
• Good knowledge and understanding of Ukrainian Labor Law.
• Advanced knowledge of MS Office packages;
• Good communication and organizational skills.
• Experience in recruitment will be an asset; 
• Attention to detail.
• Time management and prioritization skills
• Excellent interpersonal skills and ability to work in a team-oriented environment.
• Ability to work well in a cross-cultural environment
• Problem-solving skills;
• Skills in database management and record keeping.
• Familiarity with job boards, and HR software, databases, and management systems.
• English level – upper-intermediate or higher, fluency in Ukrainian.

Global Communities is an Equal Opportunity Employer and considers all applicants on the basis of experience without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.