Admin / HR Assistant in SOLETERRE STRATEGIE DI PACE

ADMINISTRATOR/HR ASSISTANT

Duty station: Kyiv City

Type of Contract: FOP

Reporting to:  Finance Officer

Supervises: N/A

Functions:
The Administrator/HR Assistant is responsible for supporting Soleterre admin/finance tasks on a daily basis. Additionally, he/she is responsible for the proper archive and payments of the Kyiv office. In this context, he/she the payments are made on time project documents are archived properly, in accordance with the Organization procedures and the Finance officer directions. Furthermore, he/she is responsible for the implementation of Human Resources policies and procedures, and the correct administrative management of all staff working in the Soleterre Kyiv mission according to organizational procedures, ensuring compliance with internal and donor's regulations. He/she is expected to be honest and transparent and maintain the necessary level of confidentiality on information acquired on the job.

Responsibilities finance department:

• Support the Finance Officer in the preparation of correct financial reporting in accordance with donor requirements, national legislation and program work plan.
• Ensure accuracy of financial documents.
• Preparation and archive of payments and deliver them to Finance Officer.
• Verify list of expenditures against BL descriptions.
• Organize and manage the administrative files; collect and follow up on financial documentation (ie documentation coming from logistic department is complete, additional documents from program department are added) and archive it.
• Maintain an updated archive (online and in dossier files) of contracts with different suppliers and entities.
• Record expenses in the Soleterre accountability system on a daily basis.
• Conduct regular checks of financial documents of partners, together with the program team.
• Assist in the management and reconciliation of cash flows (cash and bank) and production of monthly reports.
• Support the Finance officer in the preparation for internal and external auditing.
• Contribute to defining and updating administrative procedures in line with national regulations, donors and the Soleterre internal procedures.
•  

Responsibilities HR department:

• In line with the recruitment policy, conduct the recruitment process for the assigned vacancies and select applicants who meet the specified criteria for the position in close coordination with the hiring managers.
• Ensure that the recruitment process is properly tracked, documented and archived.
• Conduct on-boarding/induction meetings on HR topics with new staff joining Soleterre within their first week, unless otherwise agreed. Ensure that all staff receives all mandatory briefings (ie security, CP/PSEA).
• Ensure that all new joiners sign their contract on time, assign an email, receive their ID badge and IT equipment if needed.
• Enter/update data into the HR database (Drive and staff personnel dossier) on a regular basis.
• Assist line managers to ensure that all staff have an annual leave plan, constantly updated. Track and approve leave requests and share leave balances with the staff/line managers on a quarterly basis. Ensure that the leave tracker is up to date on a regular basis.
• Collect the signatures of the monthly pay slips and ensure that the staff receives their copy.
• Support line managers with performance management, the implementation of the staff's performance appraisal system, track and review the performance evaluation form, and validate the process (forms signed and properly filled).
• If requested, he/she can attend the performance evaluation meeting to support facilitate the discussion and ensure the objectives are met.
• Ensure that staff receive and sign their contracts correctly and on time, carry out amendments/renewal/non-renewal and contract termination formalities for employees as per the internal regulations.
• Track and follow up on the contract status of staff in the area of responsibility and inform line managers accordingly.
• Ensure that the exiting staff completes/goes through the clearance procedures.
• In coordination with the Program Team, ensure to update and communicate the organization chart to the area team on a regular basis.
• Support in translating documents/communications into local language If needed.
• Conduct regular visits to field locations to support/meet with the staff.

Requirements:

• University Degree in Business Management/Administration, or any relevant degree
• Minimum 1 year relevant professional experience in Human Resources and experience in an INGO. Additional relevant experience may substitute for the degrees mentioned above. 
• Knowledge of accountability tools and double entry system. 
• Excellent computer software skills in MS Excel.
• Familiarity with general accounting principles, grant administration, and procurement processes.
• Capacity of working both individually and as part of a team and creating a supportive working relationship among all project teams.
• High confidentiality, respect, integrity, and non-discriminatory attitude
• Adherence with the values of Soleterre. 

Language: Good knowledge of English (Mandatory) and Ukrainian