Human Resources Assistant (Administration)

Contract

This is a DRC - National contract. More about DRC - National contracts.

The Danish Refugee Council (DRC) is an international non-governmental organization that promotes and supports long-term solutions to the problems faced by refugees and internally displaced persons worldwide. DRC In Ukraine is looking for a highly qualified HR Assistant in Kyiv.

Overall purpose of the role:

To provide Human Resources administrative assistance and support in compliance with DRC's and local guidelines and procedures

Sector responsibilities: With technical support from the country HR Manager, ensure all HR related task are carried out in Area Office including recruitment, induction, HR record keeping, support with code of conduct related issues, guide other team members with relate to HR maters.

Responsibilities:

General Human Resources tasks:

• Assist management and employees in Human Resources related issues and concerns;
• To provide input to Human Resources processes and suggests improvements or weakness identified;
• Ensures compliance of personnel documentation with legislation in the field of labor law and personal data protection. Interact with DRC Country office, to assure timely and accurate documentation turnover;
• Forms and administers personal files of employees, ensures Personal Files were sent to the DRC Country Office in a timely manner;
• Ensures Leave policy is followed by all DRC employees in the Area of responsibility, prepares Internal Orders and send them for archive to DRC Country Office;
• Perform role of HR User in DRC dynamics (ERP), including hire, terminate and extension of employees’ contracts, checking leave requests and approvals, benefits and compensation;
• Coordinate submission of medical and life insurance information to the insurers on the monthly changes in the list of employees; coordinate requests from the employees with Insurance companies;
• Manage the hiring procedure of local staff in full compliance with Ukrainian Labor Code, including collecting and inspecting all personal documents from new hire, prepare the order on hiring, prepare information to Fiscal Service of Ukraine about new hire; making notes to Labor Books;
• Together with line managers ensure comprehensive onboarding of staff, as well as the exit process;
• Provide information on HR related changes in the Area of responsibility to DRC Country Office in a timely manner.

Compensations & benefits:

• Manage, update and process the staff payrolls in close collaboration with the other departments, and ensure onward submission to finance department or country HR team. Prepares timesheet for all employees in the Area of responsibility twice per month;
• Ensure that all relevant deductions are effected on a monthly basis are communicated to country HR team;
• Prepare and submit required reports on a monthly basis for auditing purposes;
• Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties.

Development, people planning, and well-being:

• Ensure that the performance appraisal process is conducted, and that there are learning and development opportunities available to the employee;
• Assist in inducting training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as needed;
• Assist in people planning activities (e.g. ensure job descriptions are in place for all roles);
• Assist or drive people well-being initiatives.

About you:

• We expect you to have at least 2 years of experience in Human Resources management, administration, change management, and/or organizational development.
• Technical skills in managing compensation and benefits.
• Good skills in MS Word and Excel.
• Experience using an online system for recruitments.
• Advanced English proficiency.
• Fluency in local language Speech and communication skills.
• Experience of work in (I)NGO will be an advantage.
• Experience of work with ERP programs will be an advantage.

Education:

University degree in Human Resource Management, Business, or Social Science Degree specializing in Human Resources or equivalent professional qualification

Languages: (indicate fluency level)

• Proficiency in written and spoken Ukrainian and Russian languages.
• Intermediate or Advanced English (speaking/reading/writing).

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes
• Collaborating: Involving relevant parties and encouraging feedback
• Taking the lead: Taking ownership and initiative while aiming for innovation
• Communicating: Listening and speaking effectively and honestly
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment

We offer:

• Contract length: 3 months with the possibility of renewal depending on the effectiveness and funding of the program.
• Start date: As soon as possible
• Type of contract: full-time, work in the Kyiv

Application process: All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications sent by email will not be considered.

Closing date for applications: 2 July 2023