HR and Admin Officer (Kyiv) / Спеціаліст/ка з кадрової роботи та адміністрування (Київ)

Background 

HELVETAS is the largest Swiss nongovernmental organization with a dual mandate for long-term development and humanitarian response. It has been present in Ukraine for several year implementing development projects mainly through local partners.   

During 2022 HELVETAS initiated emergency assistance. Currently we are building our operational presence to deliver comprehensive response to the current humanitarian crisis. HELVETAS plan to be active in Ukraine for next 5 years. 

Objective of the assignment 

Under the supervision of Head of Finance and Administration in Kyiv, the Human Resources and Administration Officer carries out Human Resources tasks of Ukraine office and covers general administration for Kyiv office, in compliance with donor and SEPARATE DIVISION OF HELVETAS SWISS INTERCOOPERATIONS IN UKRAINE procedures. He/she will also work closely with the Finance Manager in Kyiv and Country Coordinator.

Main tasks and activities of the consultant  

Job Purpose 

An HR and Admin Officer looks after employee progress and welfare within a company. Their duties include hiring employees, managing employee needs and ensuring all employees comply with company and government procedures. HR Officer represents Helvetas’s policies, procedures and goals, and many of their tasks revolve around instilling these values in employees, whilst making sure the policies are also fair to the employees. Incubment will be managing personnel records, updating databases, monthly payrolls and performing HR operations.

Job Responsibilities 

• To collect, monitor and update Human resources database and calculate and file monthly payroll.
• Assist in welcoming and integrating new personnel, ensure they receive administrative briefing.
• Supervise the administrative management of personnel recruitment and hiring at his/her base, through CVs reception and triage.
• Participate in recruitment and hiring.
• Supervise the collection, archiving, handling and secure personnel files for whole team.
• Participate in the monitoring of work contracts on the base and ensure that they are signed on time.
• Participate in the organization of training.
• Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel.
• Centralise training requests and submit it to Coordination.
• Supervise the collection of elements needed to establish wages and monitor their proper implementation.
• Publishing of job advertisements and following up with candidates with prior validation of the Coordination.
• To be responsible for archiving all human resources documents according to procedures and send all records to Coordination.
• To keep updated on legislation changes regarding human resources and labour law issues.
• To record minutes of meetings when asked by superiors.
• Ensure the minimal replacement of members of the admin services in case of absence (days off, sickness etc.)
• Communicating with staff about issues affecting their performance.
• Organizing and managing new employee orientation, on-boarding, and training programs.
• Assist the Finance Department with primary documents filing and archiving.
• Supervise the maintenance/cleanliness of office, repairs, maintenance and address all other related issues
• Arrange necessary services/items for meetings
• Other tasks as assigned. 

The percentages assigned to various sections of this TOR are indicative and may change based on needs.

Specific skills, knowledge, and experience:

• At least 2 years experience in maintaining HR records, preparing payrolls, HR orders etc and recruitment preferably in NGO sphere
• English B2
• Eagerness to learn and perform tasks effectively
• Good communication and interpersonal skills
• Familiarity with office equipment and basic office management practices
  Strong organizational and time-management abilities
• Attention to detail and accuracy in data entry and document preparation
• Ability to prioritize tasks effectively
• Personal conflict resolution and problem-solving skills
• Strong organizational and team working skills
• Ability to work with confidential information in a respectful manner

We offer

• Dynamic projects
• Strong team
• Opportunities for professional growth
• Corporate English lessons
• Competitive renumeration

Start date: ASAP

Initial consultancy contract (PE/FOP) for 6 months with perspective to shift to staff contract

Interested candidates are welcome to apply via email with CV and cover letter till February 29th COB to [email protected], please specify vacancy title in the subject of your email.