Менеджер/ка по роботі з кадрами / HR Manager

USAID Agriculture Growing Rural Opportunities in Ukraine (AGRO) Activity is a seven-year cooperative agreement between the United States Agency for International Development (USAID) and Chemonics International, Inc. It began on November 15, 2019.

The AGRO Activity is to accelerate the economic development of rural Ukrainian communities with the greatest need through a better governed agricultural sector that encourages more productive, modern, and profitable micro, small, and medium agricultural enterprises (MSMEs) that are successfully integrated into competitive markets both in Ukraine and internationally.

The Activity objectives are aligned with the three elements of the market systems conceptual framework: the core value chain, supporting functions, and rules and regulations.

To effectively address the food crisis that emerges in Ukraine and internationally, AGRO works for the restoration of the agricultural sector, in particular its modernization, efficiency improvement, and diversification, which contributes to the long-term economic recovery of Ukraine and the improvement of global food security.

Within the USAID Agriculture Resilience Initiative (AGRI-Ukraine), AGRO will provide assistance enabling Ukraine to store roughly 1.5 million tons of grain as part of the USAID’s broader efforts to maintain the rate of production and export of grain from Ukraine to other countries of the world.

AGRO operates on the basis of the market system conceptual approach (https://beamexchange.org).

In September 2022, the estimated cost of the Activity was extended to US$120,000,000, since August 2023, the budget has been increased to  US$205,000,000, and its implementation period was extended through November 13, 2026. AGRO employs over 84 long-term CCN employees.

Position Description:

The Human Resource (HR) Manager is responsible for coordinating and providing support for all Human Resources related functions. This includes but is not limited to recruitment, onboarding employees, files/records maintenance, communications and training and special projects. At all times, the HR Manager shall adhere to and act according to Chemonics’ Professional Code of Ethics “Living Our Values” as well as comply with USAID rules and regulations, Chemonics’ policies and procedures and Ukrainian laws.

Project HR management:

• Work in partnership with hiring managers to determine hiring needs, candidate matches and demand of positions;
• Creation and management of job requisitions and descriptions;
• Search for resources and platforms for publishing job advertisements;
• Review and post job vacancy announcements;
• Source and screen candidates against requirement of job descriptions, create shortlist and if necessary long list;
• Collect resumes, bio data forms, and other application forms;
• Coordinate and schedule interviews;
• Preparing of interview minutes;
• Conduct all required checks, including, but not limited to employment verification, education and diploma checks. reference checks, SAM searches, VC and YouControl searches;
• Train new employees on recruitment process;
• Maintain and ensure integrity and confidentiality of recruitment files and recruitment proces;
• Provide verification of employment for current and former employees as requested;
• Orientation scheduling and presentations;
• Maintain personnel files and recruitment files;
• Correspondence and other communications with candidates for project’s opened vacancies:;
• Drafting communications;
• New hire assimilation by keeping in touch with new hires and providing information
• Maintain vacation schedule;
• Maintenance and adherence to human resource standards and operating procedures;
• Provide orientations for new staff including information on benefits and program policies and procedures as necessary;
• Engagement in the interpretation and application of policies and procedures; recommends and implement appropriate changes;
• Scheduling and conducting regular staff performance reviews;
• Ensure the documentation of extensions of employment contracts of project employees;
• Engagement in managing 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;
• Smartsheet database management;
• Ensure the completion of all required personnel forms for all staff and to ensure that they are saved in electronic and hard copy personnel files as well as updated in the HR personnel tracker;
• participation together with accounting departments in the monthly reconciliation of timesheets and leave requests of project personnel, saving them in the required folders;
• Issuance of the necessary orders, memoranda, reports, etc., related to the management of personnel production, including, but not limited to any documents used to claim benefits or allowances that the company grants;
• Maintain personnel files for all local staff (both long- and short-term) per the personnel file checklist and Chemonics’ HR filing system. Ensure that all HR files are properly protected safe keeping;
• Active participation in the creation of organigrams and organizational charts
• Liaise with GDIP or any other payroll administrator, to ensure timely payment of personnel salaries and coordinate with GDIP or any other HR administrator on personnel issues and requests including hiring, dismissal, contracts’ extensions, vacation, sick leave, military duty registration;
• Ensure compliance with local legislation, USAID rules and regulations, Chemonics policies and procedures, and the AGRO cooperative agreement as related to personnel hiring and management;
• Collect all staff timesheets and leave requests, check and submit to COP/DCOP. Enter timesheet data into Time Calculation file. Record and track staff leave requests and usage of leave time;
• Involvement, as necessary, in the selection and hiring processes of short-term consultants and maintaining the relevant necessary supporting documents for the payment of short-term consultants;
• Carry out staff training as appropriate and requested;
• Arrange registration of the Activity’s expatriate personnel in accordance with Ukrainian law: including visas, temporary residence permits, residence address registration and de-registration.
• Use Microsoft Teams as needed to carry out tasks and collaborate with other activity staff;
• Participate as directed in collection and analysis of Monitoring and Evaluation (MEL) data;
• Prepare sections of reports, plans, success stories and similar documents as requested;
• Participate in regular activity Collaboration, Learning and Adapting (CLA) discussions;
• Perform any other tasks assigned by the COP or DCOP or Finance and Administration Director or their designee, consistent with the person’s qualifications, this scope of work, and the general requirements of the AGRO Activity;

Terms of work, SOW Timing and Reporting Relations:

One-year fixed term employment agreement with possible extension each work year up to the end of the Project implementation (November 13, 2026), subject to availability of respective tasks in the successive Annual Work Plans of the Project.

The HR Manager will work under the direct supervision of, and report to the Finance and Administration Director.

Workplace location: Kyiv Office (Kyiv, Ukraine, remotely if required).

Periodic travel to other parts of Ukraine is possible.

Required Skills and Qualifications:

To perform this job successfully, the Employee must be able to perform each essential duty, obligation and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills and/or abilities needed to perform the principal duties.

• Master’s degree in HR Management/laws / economics (or equivalent), combination of education and relevant experience;
• At least 5 years of recruitment experience required or Human Resource Management;
• Strong communications skills;
• Ability to work in a fast-paced and high expectations environment;
• Ability to maintain confidentiality;
• Experience working on USAID or other international donor-funded technical assistance projects is a plus;
• Comprehensive knowledge of Chemonics management practices and systems is a plus;
• Proven ability to manage and implement work using tools offered by Office 365 Suite of programs (Word, Excel, Outlook, Teams, Planner, PowerPoint, OneNote, Power BI, etc.);
• Native speaker of Ukrainian;
• Good English writing and speaking skills required;
• Willingness and ability to travel as required;
• Very good interpersonal relations skills, team building skills, etc;
• Attention to detail, strong organizational and prioritization skills required; experience designing and conducting training is a plus;
• Ability to work independently and in a team;
• Ability to work under time pressure in a multi-task environment.

Application Instructions

Send electronic submissions to [email protected] by November 30, 2024. Please submit your CV and cover letter with HR Manager and your name in the subject line of your e-mail. No telephone inquiries, please. Only finalists will be contacted.

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.