Human Resource and Admin Coordinator / Координатор/ка з кадрових та адміністративних справ

Location:            Kyiv, with travels to partner offices and project locations in Ukraine

Period:               6 months 

ABOUT DKH

Diakonie Katastrophenhilfe (DKH) is a German non-government organization that renders humanitarian aid in 31 countries across the world. 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 situation 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, which strengthen 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 through the transfer of 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 organisations in Ukraine. Currently, large-scale programming is ongoing and more projects are in 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 role of the Human Resource and Admin Coordinator is concerned with the general Human Resource setup and management of the DKH Ukraine office. Since the office is currently being set up, the primary tasks of the coordinator initially will involve developing HR policies and procedures that are compliant with country-specific requirements and employment laws. Additionally, the coordinator will oversee the implementation of recruitment processes as well as the development of general HR functions, policies, and practices.

JOB DESCRIPTION

Reporting:        The Human Resource and Admin Coordinator will report directly to the Head of Mission.

Responsibilities: The following tasks shall be fulfilled.

Development of HR Policy - Lead the development of HR policies and ensure compliance with Ukrainian labour laws.

Recruitment support – set up and coordinate all regional office staff recruitment processes from vacancy advertisements, scheduling interviews, preparation of appropriate interview documents, liaising with candidates and reference checks in collaboration with head of mission and relevant DKH staff.

Employment contracts – Lead on the design and preparation of employment contracts, Consultant contracts, etc. for DKH Ukraine office staff.

On boarding – develop and execute a comprehensive, well-documented and relevant orientation scheme, to ensure good onboarding of new DKH employees.

HR functions coordination – Provide support in drafting job descriptions, develop and conduct a performance appraisal scheme, identify staff training needs, supervise  the setup and oversight of consultancy contracts, etc.  ensuring compliance with Ukrainian labour laws.

HR Records management and data protection – Develop and maintain systematic HR databases and filing systems (incl. staff lists, leave register, etc.) and supervise the update of all human resource records & documentation.

HR Advisory – Provide HR guidance and consultative support to the Head of Mission and DKH Managers.

Safeguarding – Ensure that all employees understand and sign the Code of Conduct and are aware of safeguarding policies.

Administrative Management – Development of policies and procedures in close collaboration with the Finance Coordinator; supervise administrative staff; oversee service contracts for space rental, vehicle rental, IT services, and consulting firms; ensure proper functioning of DKH office infrastructure, including IT systems and guest rooms; oversee inventory, asset and IT management; oversee the filing and archiving system for administrative paper and electronic records, files and documents; oversee the process for obtaining visas, work and residence permits for DKH staff and consultants.

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

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

QUALIFICATION, EXPERTISE, AND SKILLS

Education and Experience:

• Bachelor’s degree in Human Resources, Business Administration, or related field required.
• At least three years of human resource management, preferably in the NGO sector.

Required Skills/Abilities:

• Professional working proficiency in English (written/spoken) and Ukrainian is a must.
• 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.
• Thorough knowledge of employment-related laws and regulations.
• Proficient with Microsoft Office Suite or related software.

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 HR Officer at Diakonie Katastrophenhilfe in the Berlin office: [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:  31.05.2023. 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.