HR Officer / Фахівець/чиня відділу персоналу

Location: Kyiv, with travels to partner offices and project locations in Ukraine
Period: One year, extendable

ABOUT DKH

Diakonie Katastrophenhilfe (DKH) is a German non-government organization that renders humanitarian aid in 31 countries worldwide. DKH supports people who are affected by natural disasters, war, and displacement and who are not able to cope on their own in the emergency they find themselves in. The work is guided by the Humanitarian Principles and the Core Humanitarian Standards (CHS). DKH focuses on locally-led responses by working through a global network of partner organizations. Fostering localized humanitarian action and an equal partnership approach lies at the very core of our work.

As DKH is not directly implementing humanitarian projects in Ukraine, it is committed to equitable and long-term partnerships, strengthening local partner organizations’ administrative and technical capacities. DKH constantly seeks to facilitate mutual learning and capacity exchange, identify innovative and tailored models of cooperation, and shift power to partners and communities by transferring decision-making opportunities.
DKH is part of the Evangelisches Werk für Diakonie und Entwicklung e.V. (EWDE), an umbrella organization with a nationwide established Social Service Agency, one of the biggest welfare institutions in Germany.

WORK CONTEXT

DKH is opening its representation in Ukraine to work with government agencies, national partner organizations, and the wider humanitarian community to provide emergency response and resilience-building initiatives across the country.

DKH is already implementing humanitarian projects with selected civil society organizations in Ukraine. Currently, large-scale programming is ongoing and more projects are in the preparation stage. The DKH Representation will be operating from its office in Kyiv.

Considering the elevated risks resulting from hostilities in certain regions of Ukraine and the volatile security situation in the country, staff must comply with all DKH safety/security and safeguarding policies and procedures.

PURPOSE OF ASSIGNMENT

The HR officer – will report to and work under the direct supervision and overall guidance of the Head of HR, Admin, and Partners capacity sharing and in close collaboration with DKH Ukraine employees and local partners. Under the supervision of the Head of HR, Admin, and Partners capacity sharing s/he will implement and support HR policies and procedures that are compliant with country-specific requirements and laws. S/he will be supporting all HR processes in DKH Ukraine and providing consultation for local partners in the HR management cycle.

JOB DESCRIPTION

Reporting: The HR officer will report directly to the Head of HR, Admin, and Partners Capacity Sharing.
The work implies frequent interaction with DKH Ukraine Staff and local partners.
Responsibilities: The following tasks shall be fulfilled:

HR Management cycle: Supporting the development and implementation of HR policies and procedures, initiatives, and systems; providing counseling on policies and procedures to the DKH Ukraine staff and partner organizations

Personnel records management and data protection: Follow organizational procedures related to HR practices, taxes, social security, registration, employment conditions, etc; Preparation of all necessary personnel documents including employment contracts, consultant contracts, civil liability contracts, orders, forms the staff member’s personnel files, etc. for DKH Ukraine office staff; Compilation and maintenance of the vacation, sick leaves schedule of DKH employees, vacation registration, providing timely communication to the financial unit about employee vacations or sick lists; Keeping timesheets of DKH employees, monitoring the timely signing of timesheets; Staffing table administration; Ensure that HR data/files are collected, updated, and kept following DKH standards and procedures and Ukrainian laws; Performs regular audits of HR files and records to ensure that all required documents are collected and filed appropriately; Passing internal and external audits in the HR documentation; Update internal databases with new hire information; Maintains the integrity and confidentiality of human resource files and records.

Recruitment support: Assist with the creation of job descriptions; Advertisement vacancies on job sites, scheduling interviews, preparation of appropriate interview documents, liaising with candidates, reference checks

Onboarding support: assists with new hire orientation

Performance evaluation: Assist the Heads of units in performance management processes

Staff Development: Support the implementation of training programs for DKH Ukraine staff

Liaison with partners: Under the supervision of the Head of HR, Admin, and Partners Capacity Sharing provide an assessment of local partner organizations in the area of HR administration process; Provide consultation to the local partners organizations in the area of personal records management

Safeguarding: Provide induction on the Code of Conduct and ensure that all employees understand and sign the Code of Conduct and are aware of safeguarding policies.

Other tasks: Creation and distribution guidelines and FAQ documents about HR DKH Ukraine policies and procedures. Caring about updating the new information; Creation and maintaining travel, remote work, vocation, and sick leaves online schedule of DKH Ukraine staff; Liaise with external partners, like insurance vendors, etc., and ensuring legal compliance; Providing support related to HR function to the Head of HR, Admin, and Partners Capacity Sharing;

Compliance: Timely annual submissions to relevant authorities and other compliance-related matters.

Employee relations: In collaboration with other units: develop initiatives to foster a positive work environment, ensure timely conflict and grievance resolution, and Disciplinary management in line with DKH procedures and Labour law.

QUALIFICATION, EXPERTISE, AND SKILLS

Education and Experience:

• Bachelor’s degree in Human Resources, Business Administration, or related field required
• At least 3 years of work experience in HR; experience with Non-Governmental Organizations in HR is a must

Required Skills/Abilities:

• Professional working proficiency in Ukraine (written/spoken) is a must. Knowledge of English will be a plus.
• Excellent knowledge of various HR functions such as pay & benefits, recruitment, onboarding, evaluation, training & development, etc.
• Good understanding of labor laws
• Good working knowledge of Microsoft Office applications, including Word, Excel, Access PowerPoint, Outlook
• Detail-oriented, excellent ability to plan and follow up
• Strong ethical standards
• Excellent verbal and written communication skills
• Excellent interpersonal, negotiation, and conflict-resolution skills
• Excellent organizational skills and attention to detail
• Strong analytical and problem-solving skills
• Ability to act with integrity, professionalism, and confidentiality
• Strong interpersonal skills and emotional intelligence
• Being a self-starter with drive and initiative and able to work as a team/individual with a positive attitude and open-minded
• Ability to work with less supervision and under pressure
• Demonstrated work experience providing customer service

The remuneration follows nationally accepted standards.

ACCOUNTABILITY TO BENEFICIARIES

DKH team members are expected to support all efforts for increased accountability towards the beneficiaries while actively engaging communities as equal partners in the design, monitoring, and evaluation of projects.

APPLICATION

Kindly apply by sending your motivation letter and CV without any further attachments by email to the Diakonie Katastrophenhilfe Ukraine office at [email protected], using the reference “Position/title Name Surname”, in the subject of your e–mail. Further questions regarding the role kindly address to [email protected].

Closing date: 31.08.2023. Only candidates residing in the country will be considered and only shortlisted candidates will be contacted.
Diversity is important to us. We welcome applications from people regardless of their ethnic, national, or social background, gender, disability, age, or sexual identity.