Human Resources and Administration Team Leader in Danish Refugee Council / Danska Rada u spravah bizhenciv v Ukrayini

Danish Refugee Council (DRC)is an international non-governmental organization that promotes and supports long-term solutions to the challenges faced by refugees and internally displaced people worldwide. 

DRB has been operating in Ukraine since 2014, DRB already has more than 800 employees in Ukraine and will continue to expand significantly in 2024, for rapid response to the emergency situation in the sectors of social protection, provision of means of livelihood, provision of housing and non-food kits, humanitarian demining and peacebuilding (humanitarian demining), through direct intervention and support of authorized persons and non-governmental organizations (NGOs). DRBs will continue to implement their set of long-term solutions to address challenges within changing circumstances.

DRB is currently looking for a highly qualified Head of the HR and Administration Groupfor work in our office in Cherniv.

General purpose of the role:

Under the leadership of the Manager of administrative and financial activities, the Head of the HR and Administrative Group will be responsible for the coordination and leadership of the for work with personnel and administrative issuesin terms of supporting contracts for the employment of employees and maintaining documentation in accordance with the policies of DRB and Ukrainian legislation, as well as for administrative processes, such as lease agreements for premises, registration of foreign colleagues, organization of events, travel bookings and control of stocks of administrative goods. Your place of work will be the DRB office in Chernihiv, but you will also provide technical support to the office in Sumy, Ichna and Ivankiv.

Your main responsibilities will be:

• < span style="font-weight: 400; font-stylee: normal">Managing the recruitment process, including posting vacancies, preparing a long list, organizing interviews, checking references and relevant documentation.
• Ensuring compliance of personnel documentation with legislation in the field of labor law and personal data protection. 
• Ensuring interaction with other DRB offices in Ukraine in order to ensure timely and accurate document circulation.
• Recruitment, transfer and dismissal of employees in accordance with labor legislation, regulations, instructions, as well as orders of the Head of the Representative Office.
• Formation and management of personal files of employees, ensuring timely transfer of personal files to the main office of the DRB in Ukraine.
• Ensuring compliance with the vacation policy by all DRB employees in the area of ​​responsibility.
• Ensuring the preparation of internal orders and sending them for storage to the head office of the DRB in Ukraine.
• Executing the HR user role in Dynamics DRC (ERP), including hiring, terminating and renewing employee contracts, reviewing and approving leave requests, benefits and compensation.
• Coordinating the submission of health insurance information to insurance companies in accordance with existing changes in the list of employees; coordinating requests from employees with insurance companies.
• Ensure monthly preparation and submission of required reports for audit purposes.
• Ensure record keeping of all HR related information, and sending it to the relevant parties in a timely manner.
• Issue of all necessary contracts, permits and licenses necessary for the activities of DRB in the offices in Chernihiv and Sminds, on time.
• Creation and maintenance of a reliable document management system, including archiving of key documents.
• Overseeing and providing technical support to the administrative team in finding new premises, accommodation and booking tickets.
• Ensuring compliance with DRB and donor procedures, as well as constant application of cost-effective processes.
• Ensuring timely completion and submission of required administrative reports.
• Ensuring weekly and monthly updates of all administrative trackers as appropriate to requirements such as premises, payments, materials and consumables etc.
• Ensuring on-the-job training for all regional HR/administrative teams and seeking support from HR department at the main office of the DRB in Ukraine, if necessary.

About you

To be successful in this role, we expect you to have at least 3 years of experience in HR, administration, information activities or related fields.< /strong> In addition, we also expect the following from you:

• Higher education in the specialty "Personnel management and labor economics", "Law", "Documentation and information activities", "Business administration" or a related specialization.
• Excellent organizational and time management skills, ability to prioritize work and handle multiple responsibilities.
• Strong sense of personal integrity and understanding of privacy and ethics.
• Proficiency in Microsoft Office, Internet Explorer, Outlook.
• Knowledge of English and Ukrainian languages ​​is mandatory.

All DRB positions require their incumbents to possess key competencies defined by the DRB:

• Strive for excellence: Focus on achieving results while ensuring process efficiency.< /li>
• Collaboration: Engaging relevant parties and encouraging them to provide feedback.
• Initiative:Personal control of the situation and taking the initiative, with a simultaneous desire for innovation.
< li style="font-weight: 400">Communication: Ability to listen effectively and honestly and
• Integrity: Adherence to and promotion of the highest standards of ethical and professional behavior in relation to values ​​and the Code of Conduct HRD, including protection from sexual exploitation, violence and harassment. 

We offer: