ADMIN/HR OFFICER in ACTED

ACTED is a French NGO founded in 1993 that supports vulnerable populations affected by humanitarian crises around the world. ACTED provides ongoing support to vulnerable communities by ensuring the sustainability of post-crisis interventions and preparedness for the long-term challenges facing populations to break the cycle of poverty, promote development and reduce vulnerability to disasters. Our employees are always ready to respond to emergency situations, support and restore sustainable development through 450 projects in 43 countries.

Responsibilities

1.Administration

• Prepare administrative documents such as internal memos and letters upon request.
• Ensure that administrative procedures are implemented according to organization guidelines;
• In charge of Premises contract management and follow up.

2.Filing:

• Maintain all administration files in the country office, including personal folders for every staff member
• Ensure that no-one has access to personal folders, except upon specific request from Manager .

3.Recruitment:

1. Managing recruiting process for new staff positions;
2. Prepare vacancy announcements for recruitment of national staff for the area and circulate through relevant channels;
3. For recruitment, set up short listing and interview panel, to be approved by Coordination.
4. Check references of candidates upon request of Coordination
5. Inform candidates about result of interviews and follow up hiring of successful candidates.
6. Prepare employment contracts for new staff
7. Ensure that all staff, including those newly recruited, is in the possession of and aware about Acted guidelines and procedures.

4.Staff Follow-Up

< li>Make sure all HR procedures are implemented according to Acted guidelines and standards;
1. Ensure that attendance sheets, leave request forms and other required forms are maintained in the area office;
2. Collect attendance sheets, leave request forms and other required forms from the sub offices on a monthly basis;
3. Maintain vacation and sick leave follow-up table for all area staff;
4. Ensure correct filing in/updating of information on all area staff into the salary file and be responsible for the timely follow-up of missing information to ensure the payment of salaries and the reimbursement of expenses can be acted on time each month;
5. Data entry from the area employee attendance sheets into payroll;
6. Regular updating and actualization of data of employees of the area in the payrolls;
7. Monitor and approve the list of employees for all areas staff who are to be granted a commitment grade next month and prepare the relevant Memo on a monthly basis;
8. Make sure that records in employment books are properly kept at the request of the employees;
9. Manage timely areas' staff acts transferring to the Capital Finance Department on a monthly basis;
10. Prepare contract amendments upon request of Coordination;
11. Ensure that staff appraisals are regularly made, as per Acted policies;
12. Prepare the monthly HR reports according to Acted policies.

5.Archive Management

1. Provide support to Archive Admin/HR Assistant in the context of scanning and archive process;
2. Participate in trainings/meetings on working with the archive platform conducted by the T&C department;
3. Inform on any changes or requirements in relation to archiving process suggested by T&C Department to Sr. Admin/HR Manager;
4. Interact with the Archiving Company regarding administrative functions and as required by Senior Admin/HR Manager.

6. Protection of personal, confidential and sensitive data:

• Ensure that only authorised persons have access to HR personnel folders and maintain the content of these folders in a confidential manner at all times;
• Comply with Acted’s Data Protection Policy in all aspects of the HR Officer’s day to day work and require that other team members also manage all personal data – whether internal or external – in accordance with Acted’s policy (including applying password protection to files containing personal data).

7. Legal

• Ensure compliance of HR policies, Internal Staff Regulation, tools and procedures with the legal frame;
• Arrange preparation of orders, job descriptions, other templates and documents in accordance with the requirements of Ukrainian legislation.

8. Reporting and support on other HR activities:

• Prepare monthly HR reports using Acted standard templates and according to Acted policies.
• Upon request of the line manager, support on the management of grievance issues or other staff complaints, at all times acting in a respectful and confidential manner.
• Prepare administrative documents to support staff on field missions.
• Perform other duties as requested by line manager. 

Experience and skills:

• Relevant degree and 2+ years professional experience working in human resources in Ukraine (including a good understanding of Ukrainian labour law).
• University level education in human resource management will be considered an advantage.
• At least 1 year of experience in the humanitarian and/or development sector (strongly preferred).
• Ability to work autonomously and take initiative in the development and implementation of tasks orientated towards staff welfare and staff capacity development;
• Ability to work in Microsoft Excel, Word and Outlook.
• Fluency in Ukrainian and a working knowledge of spoken and written English is required (and will be assessed via interview).
• Motivated to work as part of a teamwork in a multicultural environment, requiring flexibility and ability to work to tight deadlines.

Performing other related duties as required.

Attention! According to the current legislation, upon employment, conscripted citizens of Ukraine must provide military registration documents and update their military registration data.

Attention! Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

We offer

• Official employment;
• Regular review of salaries;
• 28 calendar days of vacation per year;
• Friendly multicultural team;
• Comfortable office in the central part of the city;
• Career growth;
• Health insurance after the trial period (3 months).

_________________________________________________________________________________________________

"ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal."