People and Culture Officer (HR administration) / Фахівець/чиня відділу з кадрових питань
ЗАВЕРШЕНО
Background:
Since 2016 Global Communities has been implementing DOBRE Decentralization Offering better results and efficiency) Program in Ukraine funded by the United States Agency for International Development (USAID). This program is designed to help territorial communities (TCs) leaders effectively manage resources, improve the quality of public services, and expand citizen participation in solving issues of local importance.
Since 2022 Global Communities is implementing the Community-Led Emergency Action and Response (CLEAR) program with support from the United States Agency for International Development’s Bureau for Humanitarian Assistance (USAID/BHA) to respond to humanitarian needs in Ukraine. The program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response.
Job summary:
The position of People and Culture Officer exists to assist in HR administration, recruitment, well-being and performance management 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 of monthly timesheet reports, collecting timesheets, processing vacation requests and preparation of 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 ensuring Global Communities’ compliance with local labor legislation. 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;
- Compile and update employee records (hard and soft copies);
- Maintain employees records in Podio system (HRIS); Create employees’ accounts in Podio system when needed, correcting leave balances in case of mistakes;
- Update HR trackers (leave tracker, personal information tracker, etc) when requested;
- Provide inputs supporting People and Culture Director with preparation reports relating to personnel activities (annual leave, timesheets, staffing, recruitment, training, grievances, performance evaluations etc);
- Support People and Culture Director in dealing with employees’ requests regarding human resources issues, rules, and regulations;
- Register leave requests in the databases and report to the supervisor about the registration on a regular basis. Prepare reports on leaves taken and annual leave balances when requested;
- In close collaboration with other People and Culture team members process document workflow required by Ukrainian legislation (employment contracts, orders, letters, resignation paperwork; paperwork related to shifting employees to the new positions, paperwork related to contract extensions etc.) including but not limited to preparation of letters for State Enterprise “Directorate General for Rendering Services for Diplomatic Missions” (GDIP);
- Process employees’ leave requests after registration in databases (application letters collection, preparation letters to GDIP, processing orders) and properly archive the documents processed;
- Prepare and submit periodic reports as appropriate (e.g. Timesheets completion report; Annual leave balances report);
- Conduct preparation to the timesheet collecting process (reviewing file with codes together with supervisor; adding and editing employees records for timesheet file);
- Collect timesheets from all Global Communities employees twice a month (checking and electronically archiving them) and subsequently prepare a timesheets reports.
- Follow up the staff exits, trainings (collecting certificates of completion, sending reminders to staff), collecting policies acknowledgement forms etc.
- Support with scanning and maintaining HR archives;
- Support People and Culture Director with preparation documentation for visa and residence permits application for international staff.
- Support the supervisor in collecting and submitting documents related to Programs registration (Memoranda with beneficiaries, recipients; Letters to the Secretariat of Cabinet of Ministers, etc.);
- 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 People and Culture Director and Finance team assist with providing information to Finance team for staff payroll (providing relevant data related to absences, bonuses, timesheets, etc);
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
- Support People and Culture Director with arranging staff well-being surveys and drafting well-being workplans.
- Support with implementation of activities related to well-being improvement in the team;
- Support with organization of learning events if needed.
The post holder may be asked to perform any other job related duties as assigned by the supervisor.
Education:
- Bachelor Degree in human resource management or social sciences (or related field) is required.
Qualifications, Skills and Experience:
- A minimum of 2 years’ experience in People and Culture (Human Resources) field;
- Human Resources INGO experience is desired but not obligatory;
- USAID/BHA funded projects experience is preferred;
- 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 – intermediate (able to understand and communicate) or higher, fluency in Ukrainian.
Global Communities is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability.
Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults at risk. All Global Communities staff and representatives are explicitly prohibited from engaging in any activity that may result in any kind of breach of our safeguarding policies. In addition, it is Global Communities’ policy that it is the responsibility of anyone engaged with Global Communities to proactively build a safe and supportive environment in our work. All our staff and representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.
Only short-listed candidates will be contacted for an interview.
