People and Culture (HR) Coordinator/ Експерт_ка відділу управління персоналом

Position:              People and Culture Coordinator

Department:      People and Culture

Location:             Kyiv, Ukraine

Report to:           People and Culture Director

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. 

Position description

People and Culture Coordinator will fully oversee HR administration part of Human Resources work, support People and Culture (P&C) Director with learning and development, Diversity, Equity and Inclusion initiative, performance management, staff well-being. People and Culture Coordinator will focus on developing Learning and Development system in the organization, provide support in compensation and benefits system and will support with administrative arrangements (residency permits for international staff, program registrations, military conscription exemption, etc).

The People and Culture Coordinator reports to the People and Culture Director and is based in Kyiv, Ukraine with rare business trips around Ukraine.

Responsibilities: 

The People and Culture Coordinator is responsible for the following:

Day-to-day Human Resources Administration

1. Assist in implementation of GC People and Culture systems and procedures for the mission.
2. Ensure adherence to GC policies and the national labor law in all processes and procedures.
3. Review and assist in developing GC People and Culture policies and templates
4. Support P&C Director with the onboarding/ offboarding processes for staff.
5. Support P&C Director with controlling the work of officers/senior officers by means of conducting internal audits of personal files, orders, etc. to ensure that the organization is fully compliant with the requirements of local labor legislation. 
6. To check reports submitted by People and Culture officers/ senior officer upon P&C Director request (e.g. Timesheets completion report; Annual leave balances report).
7. Fully responsible for maintaining the proper filing system/record and personnel files both hard copies and soft copies in the Shared Folder. Ensure the access to the files are kept strictly limited and in line with GC’s and Ukraine policy on data protection and confidentiality.
8. Following organizational policies and procedures and requirements of local labor legislation to prepare packages of documents for employment/ resignation/ transfers as well as all correspondence relating to the employment issues (confirmation, extension, termination, warning letters etc.). 
9. Be the main focal point in communication with GDIP (State Enterprise “Directorate General for Rendering Services for Diplomatic Missions”) that is the outsourced provider of HR administration and payroll services. Track the duration of contract with GDIP and services provided to ensure timely extension of the contract/ amending the contract specification, etc.
10. Support with registering leave (vacation) requests and maintain leave trackers when requested.
11. Support with timesheets collection (when needed). 
12. Maintain staff tracker and advice People and Culture Director on any staff-related changes that influence monthly payroll. 
13. Assist employees and managers with personnel related questions and in resolving personnel issues; advice in personnel conflicts/processes when relevant.
14. Making sure all HR-related procurement requests are prepared and processed and HR-related invoices are paid. 
15. Support with maintaining records in Podio system. 
16. Support P&C Director with preparation for internal/external audits.
17. Support P&C Director with creating/ making changes to HR policies and Employee Manual. 
18. Ensure safeguarding principles are followed in the work of HR department and HR processes are safe.
19. Perform other tasks as assigned by the supervisor. 

Recruitment 

1. When necessary support Recruitment officer with handling staff recruitment processes, including but not limited to, advertising, screening, interviewing, preparing pre-employment checks, hiring etc.
2. Ensure GC recruitment policies and procedures are adhered to upon hiring.

Performance management 

1. Assist supervisor in implementation of Performance Management procedures and all related activities; assist direct supervisor to conduct training to staff on performance appraisal process; assist staff and supervisors in addressing performance-management related questions.

Registration and legal processes

1. Work with visa and residency permit/registration processes for international staff.
2. Support the registration process of program activities with the Cabinet of ministers of Ukraine.  
3. Support P&C Director with preparation of documents for exemption from military conscription for GC staff. 
4. To support P&C Director in collaboration with outsourced legal companies. 

Well-being 

1. Support People and Culture Director with conducting well-being focus group discussions to identify well-being needs and points for well-being improvement;
2. Support P&C Director with creating of yearly well-being plan and its implementation. 
3. Lead the organization of team building activities when requested.

Learning and development 

1. Together with P&C Director lead Diversity, Equity and Inclusion Working Group; 
2. Develop country program professional development plan, leverage on-line learning and serve as focal point for capacity building of national staff in Ukraine.
3. Support P&C Director with starting internship opportunities in the organization. 
4. Support P&C Director with capacity building for People and Culture team.
5. Support with the internal communications for learning initiatives across the organization.
6. To work on diagnosing learning needs across the organization to support new and improve the existing learning initiatives.
7. To control the implementation of all core GC mandatory trainings by Global Communities Ukraine staff.

Compensation and benefits management

1. Overview the contracts with medical insurance and life insurance providers. Responsible for any changes to the insurance contracts (adding/removing employees from insurance coverage), timely payments to the insurance companies and communication with insurance companies managers.
2. Advise employees on any benefits related issues (including insurance).
3. Support P&C Director in preparation of payroll reports and submitting them to Finance department. Track and properly document any other kind of remuneration for staff (additional payments; acting allowance; vacation payments, etc).

Communication

1. Support in the communication of HR changes, initiatives, programs, and offerings.
2. Model and encourage active practice of the Standards of Conduct and GC obligatory policies withing the country program.
3. Maintain a healthy and empowering office environment that encourages open, honest and productive communication among staff.

Perform other job-related tasks assigned time to time by respective supervisors.

EDUCATION and/or EXPERIENCE

• Minimum of Bachelor’s degree in a related field is required.
• Minimum 4 years experience as an HR generalist, including recruitment, performance management, compensation, training and development and HR Administration.
• At least 3 years of supervisory/staff management experience is required.
• Experience with a humanitarian or international non-governmental organization preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

Must be fluent in Ukrainian  and English both at verbal and written level

• Strong knowledge and understanding of Ukraine Labor Law
• Knowledge of accepted People and Culture practices and procedures.
• Good knowledge of MS Office packages and database management and record keeping.
• Attention to detail.
• Time management and prioritization skills.
• Strong organizational, interpersonal and communication skills
• Strong training and development skills.
• Ability to handle multiple tasks simultaneously.
• Ability to work with various departments and foster teamwork.
• High analytical and reporting skills.
• Ability to work independently with minimal supervision.
• Tactful and diplomatic.
• Ability to work well in a cross-cultural environment
• Ability to solve problems with all actors
• Ability to maintain confidentiality
• Demonstrated ability to consistently maintain favorable and effective relations with and among employees.
• Self-motivated, demonstrated capacity to work effectively in a fluid operating environment with minimal supervision.

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.