Асистент/ка з кадрових питань

Chemonics International Inc., an international development consulting firm, seeks a highly qualified Ukrainian professional for the long-term position of Human Resources (HR) Associate for the USAID/Ukraine Justice for All Activity. The Associate is responsible for coordinating and providing support for all Human Resources related functions. This includes but is not limited to assisting with recruitment, onboarding employees, files/records maintenance, communications and training and special projects.

HR Associate

Duties and Responsibilities:

• Assist Operations Manager with recruitment, including posting job vacancy announcements, collecting resumes, other application documents, coordinating and scheduling interviews, collecting interview feedback and keeping record of personnel selection memoranda.
• Assist with employment verification including reference checks.
• Assist with orientation scheduling on program policies and procedures for new hires.
• Support with drafting employment agreements, preparing the employee files, collecting on/off-boarding employees’ documents, overseeing the completion of compensation and benefit documentation, including life insurance and medical / health insurance.
• Assists in maintaining of personnel and recruitment files for all local staff (both long- and short-term) per the personnel file checklist. Ensure confidentiality of HR files and their proper safe keeping.
• Support with uploading personnel files to HR Smartsheet system.
• Support with conducting benefit enrollment process, administering new employment assessments including probation period and annual staff performance evaluation process.
• Support with tracking staff anniversary dates and coordinating.
• Support Operations manager with recruitment of local STTA consultants to ensure compliance with Chemonics policies, USAID rules and regulations, and local labor laws.
• Draft and maintain agreements for local Short-Term Technical Assistance (STTA) consultants, as well as amendments to the agreements.
• Collect and provide preliminary check of all STTAs’ timesheets both in electronic files and hard copy and prepare all required supporting documents for payments to STTTA consultants.
• Collect all required personnel forms for staff and ensure that they are completed, saved/updated in electronic and hard copy personnel files.
• Collect LT staff timesheets and leave requests, conduct preliminary check and upload in HR files system.
• Record and track staff leave requests and usage of leave time; maintain vacation schedule and calendar.
• Assist in arranging registration of the expatriate personnel in accordance with Ukrainian law: including visas, temporary residence permits, residence address registration and de-registration.
• Assist with drafting letters of reference and salary history information.
• Help manage staff terminations, resignations, and any other voluntary or involuntary separations. Properly document staff departures, collect and appropriately file staff resignation and termination letters as applicable, conduct an exit interview according to the project exit checklist.
• Carry out staff training as appropriate and requested; assist staff in application process for professional development funds and corporate trainings.
• Ensure all processes are compliant with Chemonics’ manual, local labor laws, and USAID regulations as related to personnel hiring and management;
• Ensure proper scanning, filing and archiving of relevant personnel documentation, both via electronic and hard copy files.
• Perform other administrative duties as assigned.

Job Qualifications:

• University/Bachelor’s degree in economics, accounting, administration or another related field required.
• Minimum two years of relevant experience, preferably in recruitment or Human Resource Management for USAID and other donor funded projects.
• At least 3 years of administrative experience required.
• Strong written and verbal communication skills.
• Ability to work in a fast paced and high expectations environment.
• Ability to multitask, prioritize, and manage time efficiently, to pay strict attention to
• Proficient English speaking, reading, listening and writing skills. Fluency in
• Computer skills: e.g. strong knowledge of MS Office applications, HR systems preferred.
• Ability to maintain confidentiality.
• Ability to foster and demonstrate a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations.

Application Instructions: Please send a CV and a brief cover letter in English in the email body to [email protected]. Please include the name of the position in the subject line of application message (HR Associate). Candidates will be reviewed on a rolling basis until the position is filled. No telephone inquiries, please. Short-listed candidates will be contacted.

Application Deadline: April 07, 2023, 6:00 pm Kyiv Time.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.