Асистент(ка) відділу кадрів

Background

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org 

General overview of the position

The HRA supports effective and efficient human resources functions in the Ukraine office and partially administrative team, under the supervision of the Senior Human Resources Officer, Resident Director for Operations and Compliance, and ultimately the Resident Country Director. This position requires discretion, critical thinking skills, and a sense of empathy. This position does not have supervisory responsibilities. 

Primary Responsibilities

Human Resources

• To assist the Senior HR Officer in all matters related to recruitment (vouchers design and approval, job posting, communication with the applicants, scheduling, partial participation in the selection process, drafting recruitment reports);
• To assist the Senior HR Officer in all matters related to the administration of personnel records (compiling the files of new employees, reflecting all the employment changes, communication with GDIP, and regular updates of the HR trackers) in accordance with Ukrainian legislation, data protection regulations and NDI policy; 
• To assist the Senior HR Officer in leaves maintenance (timely and duly processing the requests, document submission to GDIP, updating the trackers); 
• To assist the Senior HR Officer in timesheets collection, checking, and tracking;
• Demonstrate knowledge and understanding of NDI policies and related procedures as well as relevant Ukrainian labor laws, and clarify/interpret staff rules and regulations when requested;
• To assist the Senior HR Officer in HR activities, e.g. performance management processes, preparation of the training materials, utilization of professional development opportunities, policy dissemination, employee engagement initiatives, onboarding and offboarding, etc.;
• Maintain insurance of the employees through communication with the insurance provider; 
• To assist with special projects to support the development of specific HR-related functions in the NDI office;
• Build trust-based, collaborative and respectful relationships across the organization to create a positive and fair work environment/culture through effective communications and responsiveness to HR requests;

• Perform other duties as assigned by supervisor(s) even at non-traditional working hours, when required.

Administration

• Staff accounts maintenance (requests for creation for the new staff, accounts closure for the terminated staff, maintenance of the changes);
• Docusign maintenance (regular document submission, downloading upon signature);
• Assets maintenance (inventory, tracking, withdrawal upon termination, requests for replacement, etc.).
• Other duties as assigned by supervisor(s), subject to the Admin team workload.

Required Skills and Experience

• Bachelor’s degree from an accredited university required, preferably in business administration or human resources management; 
• Minimum 3 years of relevant and progressive experience in human resources operations;
• Knowledge about prevailing human resources management practices in Ukraine, including deep familiarity with Ukrainian labor legislation; 
• Demonstrated ability to prioritize tasks and work under pressure;
• Fluency in Ukrainian and is required; Fluency in English is desired;
• Excellent interpersonal skills to effectively build relationships with all levels of stakeholders; 
• Ability to work both independently and as a member of a team;
• Working knowledge of Google Apps (Gmail, Calendar, Google Drive, and G+), and PC-based word processing and spreadsheet applications.

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for the submission of the required documents is by close of business on June 30, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters by filling in the online application form: https://forms.gle/a1YBBXphM69QGi347.

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.