HR Assistant Ukraine Kiev (Ukrainian nationals ONLY)

Human Resources

Overview

Assist in day-to-day HR and administrative tasks

You have:

• Higher level of education (university degree) is desirable
• Min 3 years of experience from working as an Office manager/administrator in international organization
• Excellent verbal and written communication skills in English (required) and Russian/Ukrainian
• Excellent organizational and planning skills
• Knowledge of primary accounting
• Good command of Microsoft Office
• Able to work independently and proactively
• Responsible, punctual, attentive to details
• Excellent interpersonal skills
• Proven ability to handle challenging workload
• Handling insecure environment
• Planning and delivering results
• Analyzing
• Communicating with impact and respect
• Coping with change

Contract

This is a Professional contract, Grade 3 (NRC) contract. More about Professional contract, Grade 3 (NRC) contracts.

1. Role and responsibilities

The purpose of the Assistant position is to assist in the day-to-day implementation of the support functions responsibilities.

Generic responsibilities

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

1. Adhere to NRC policies, tools, handbooks, and guidelines
2. Assist with the implementation of the support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents for all administrational and HR documents according to procedures
5. Promote and share ideas for improvement of the support function
6. Contribute to identification of protection risks and needs in the context of program implementation
7. Assist preparing the office/boardroom for meetings, conferences, and other events. Handle catering and other related services
8. Assist with the registration of NRC projects with the Ministry of Economy (if needed)
9. Any other duties that will be assigned by HR Coordinator.

Specific responsibilities:

1. Admin

• Assist in drafting letters, cover letter for official correspondence. Reply to general information requests with the accurate information. Sending receiving, distributing, and filing incoming and outgoing letters, mail, and other documents
• Organize and schedule meetings and appointments when and if needed. Greet clients/suppliers/visitors to the NRC in a professional and friendly manner
• Assist with administrative tasks and provide research and administrative support to individuals, where necessary
• Translation of official documents both written and real-time verbal (if needed)
• Deal with official employment institutions (if needed)
• Assist with organizing of events (if needed)
• Assist in initiation of procurement procedures using Agresso Procurement system
• Ensure smooth operations of office cash flow by controlling daily office expenses, preparing weekly and monthly cash count reports, cash requests and accountability reports on constant bases.

2. HR

• Assist with reference check for selected candidates
• Keep contact list and employee list updated
• Ensure timesheets are in place
• Assist with onboarding and follow-up procedures
• Assist with international staff: visa issuance, residence permits and prolongations, arrival brief and vacation schedule shall be kept updated
• Ensure training system is running smoothly: tables of “employee skills matrix” and “training received” are updated; trimester (and monthly) plans are made and approved; trainings are held (with suppliers, PRs, POs etc.).

Competencies

Competencies are important in order for the employee and the organization to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies:

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• Higher level of education (university degree) is desirable
• Min 3 years of experience from working as an Office manager/administrator in international organization
• Excellent organizational and planning skills
• Knowledge of primary accounting
• Excellent verbal and written communication skills in English (required) and Russian/Ukrainian
• Good command of Microsoft Office
• Operate standard office equipment
• Previous experience from working in complex and volatile contexts would be an advantage

Context/Specific skills, knowledge, and experience:

• Responsible, punctual, attentive to details, prompt, well-mannered, decent, and willing to work, organizational skills and discretion with confidential information
• Excellent interpersonal skills
• Proven ability to handle challenging workload
• Able to work independently and proactively

2. Behavioral competencies:

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioral competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Analyzing
• Communicating with impact and respect
• Coping with change

​​​​​​​We offer:

Type of contract: till 30.06.2023, contingent upon availability Salary/benefits: According to NRC salary scale, terms and conditions. Duty station: Kyiv This position is for Ukrainian nationals only. Closing date for this vacancy is 13/12/2022 Please note that we will contact only shortlisted candidates. NRC retains the discretion to cancel the recruitment. NRC might review applications before advert deadline, therefore interested candidates are encouraged to apply early.

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: nrc.no