HR and Admin Officer North-East Ukraine Kharkiv

Kharkiv, Ukraine

Job Description

This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.

All NRC employees are expected to work in accordance with the organisation’s values. To be dedicated, innovative, inclusive and accountable are attitudes and beliefs that shall guide our actions and relationships. NRC has a commitment to safety and wellbeing and together we build a positive working culture to feel valued, empowered, supported, safe and have a sense of belonging. NRC does not tolerate employees exploiting or abusing people and has zero tolerance to inaction.

Background

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation dedicated to protecting the rights of displaced and affected people during crises. NRC delivers high-quality programmes to support people forced to flee, helping them rebuild their lives and establish a new future. NRC provides immediate humanitarian assistance, prevents further displacement, and contributes to durable solutions. It operates across both new and protracted crises across 40 countries

Responsibilities

Roles and responsibilities

The role of the HR&Admin Officer is to perform HR and Admin related tasks in the day-to-day for the North-East Area Office.

Generic Responsibilities

1. Adhere to NRC policies, tools, handbooks, and guidelines.
2. Implements independently procedures and activities within own function as delegated.
3. Responsible for organizing and delivery of tasks in line with priorities and standards.
4. Develop and maintain knowledge of the specialist area of work in which technical assistance and support is provided, to be most effective in supporting the team.
5. Use initiative in day-to-day problem solving in line with agreed procedures, priorities, and standards for the area of work.
6. Prepare and develop status reports as required by management.
7. Ensure proper filing of documents.
8. Promote and share ideas for improvement in your area of expertise.
9. To provide confidentiality of HR processes.

Specific responsibilities:

Admin
• Managing official correspondence. Sending receiving, distributing and filing incoming and outgoing letters, mail and other documents for AO.
• Organize and schedule meetings and appointments when and if needed. Greet newcomers/suppliers/visitors to the NRC in a professional and friendly manner.
• Ensure all administrative tasks and processes are provided in a timely and effective manner.
• Organize staff business travels: train/bus tickets and hotel reservations, conference arrangements and transportation (if needed), per diem payment.
• Organize events, check support documents, prepare documents for the payment.
• Organize office food/non-food supply, prepare documents for the payment.
• Responsible for arranging office supplies and proper maintenance of the Office premises (offices, guest houses, apartments) following NRC policy and procedure
• Ensure all lease agreements are up to date, prepare documents for rent for the payment.
• Support in selection of premises (office, guest house, etc.).
• Assist in initiation of procurement procedures using internal Procurement system Agresso.
 

HR
• Manage all orders for hiring, travel, vacation for national staff members, keep vacation schedule of national staff updated.
• Ensure timely implementation of HR activities and dissemination of HR SOPs and Policies at the Office.
• Support HR Coordinator with recruitment process for positions on Grade 1-5, ensuring that onboarding and offboarding procedures are implemented for all staff at the Office
• Administration of employees’ personnel files: uploading all HR documents in the Filing Tree on a daily basis, creating employees’ files.
• Carrying out the hiring and resignation process in accordance with NRC procedures and Ukrainian legislation.

Qualifications

Generic professional competencies

• Bachelor’s degree in human resources, Business Administration, or any other related field.
• Documented results related to the position’s responsibilities
• Previous experience working in complex and volatile contexts

Context related skills, knowledge and experience

• 2 - 3 years of experience in the Human Resources function within related matters in
• Recruitment, personnel management and operational activities
• Hands-on experience/skills in MS Office applications.
• Proven history of compliance with SOPs and regulations.
• Proven ability to coordinate with multiple departments
• Fluent in Ukrainian and Russian is required
Working knowledge of English, both written and verbal

Behavioural competencies

• Planning and delivering results
• Communicating with impact and respect
• Working with people
• Coping with change
• Analysing
• Handling insecure environments