HR Assistant

Support HR department with administrative tasks

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IRC - The International Rescue Committee

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Kyiv (Ukraine)

Human Resources

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Overview

Support HR department with administrative tasks

You have:

Ability to work in Ukrainian language and English
Experience of managing a documentation flow
Experience with office equipment
Experience of work with Microsoft tools, Box will be a plus
Ability to understand relevant policies and procedures
Attentive to details
Able to perform routine and monotonous work
Able to multitask
Quick learner and flexible

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Work Arrangement:

Job Description

PURPOSE OF THE ROLE This is a short-term contract for an incentive worker. The incentive worker will support HR department. By ensuring filing, scanning, posting and other routine administrative and paper work, HR assistant will allow the HR team to focus on strategic and high profile operational tasks and reinforce trusted relationship with our stakeholders.

KEY WORKING RELATIONSHIPS HR Assistant will work closely with all HR team members, especially those who are based in Kyiv, and have working relations with the Finance team, Supply Chain team members, including Procurement and Administrative team members. HR Assistant will also have interactions with program support across all filed offices.

KEY ACCOUNTABILITIES The HR Assistant will work closely across HR team members in all offices to ensure timely documentation flow and filing processes.

Paper Workflow Management Physically scanning documentation, storing documents as hard copies and electronic files, ensuring the completeness and correctness of documents. Printing, monitoring the signatory process for HR related documents and circulating HR documents across all offices. Printing ID cards for new joiners. Maintaining the process of contracting and maintaining incentive workers

Delivery Assistance Assist in the delivery and pick-up of documents and small parcels as needed, ensuring timely and accurate service Maintain secure handling of requested documents and parcels, respecting confidentiality Update logs for all requested deliveries and pick-ups to maintain a reliable record for tracking purposes.

Administrative Assistance HR Assistant will support HR team members in organizing and running various events, including but not limited to:

Booking events (e.g., training sessions, staff meetings, socializing events) in calendar; Requesting the interpreter services for events organized by HR, if any required. Ordering stationary, room layout, other Preparing and monitoring sign off of attendance lists Other administrative support of HR events either online or on site

Assistance to HR Coordinator at the request: Preparation of standard confirmation letters, employment letters, etc. Formatting and proofreading documents Assistance with preparation of presentations, notes of meetings

PERSON SPECIFICATION Skills, Knowledge and Attitude Ability to work in Ukrainian language and English Capacity to understand relevant policies and procedures Attentive to details Able to perform routine and monotonous work Able to multitask Quick learner and flexible

Experience Experience of managing a documentation flow Experience with office equipment Experience of work with Microsoft tools, Box will be a plus

Qualifications

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Potential interview questions

Can you describe a time you dealt with a difficult administrative task?	The interviewer wants to assess your problem-solving skills and ability to handle challenges.	Provide a specific example and explain the steps you took to overcome the difficulty.
How do you prioritize tasks when managing multiple responsibilities?	This question evaluates your time management and organizational skills.	Pro members can see the explanation.
What tools have you used for document management?	Pro members can see the explanation.	Pro members can see the explanation.
How do you ensure confidentiality in your work?	Pro members can see the explanation.	Pro members can see the explanation.
Can you provide an example of how you handled feedback from a colleague?	Pro members can see the explanation.	Pro members can see the explanation.