Specialist in personnel and corporate culture / People and Culture Officer in FHI 360

About FHI 360 and EpiC 

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing—creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 50 countries and all U.S. states and territories. 

The Meeting Targets and Maintaining Epidemic Control (EpiC) project is an eight-year (2019–2027) global health project initially funded by the U.S. Department of State (DoS) as part of the President’s Emergency Plan for AIDS Relief (PEPFAR). EpiC operates in approximately 50 countries, addressing key public health challenges such as HIV/AIDS, pandemic preparedness, and global health security.  

In Ukraine, the project receives Global Health Security (GHS) funding to strengthen global, regional, and local public health systems, building on broad experience and existing capabilities that align with national GHS priorities, and US Government goals. EpiC will support the national and regional public health institutions, health care facilities, the State Service of Ukraine on Food Safety and Consumer Protection’s research institutes and regional departments, academic institutions, as well as civil society organizations. to strengthen GHS capacities in infection prevention and control (IPC), antimicrobial resistance (AMR), health emergency management (HEM), with a particular focus on the prevention, detection and response to infectious disease outbreaks of epidemic significance. All activities will be aligned with national regulations, guidelines and standards, as well as relevant international frameworks.  

This position will be based in Kyiv, Ukraine. This position is open to Ukrainian nationals who are residing in Ukraine or are willing to relocate to Ukraine. Professional proficiency in written and spoken Ukrainian is required. 

 Job Summary:    

Under the day-to-day supervision of the Senior People & Culture Officer and in close cooperation with P&C Team, the People and Culture Officer will provide employee, consultants, and staff support in several functional areas including recruitment, employee relations, benefits/compensation administration, compensation, preparing documents for payroll. Serves as an initial point of contact for employees with questions related to their personal employee information. Processes various forms related to documenting human resources activities such as new employees, new consultants, change-of-status, performance evaluations, benefits, terminations, etc. Conducts new employee orientations and may handle or facilitate employee exit interviews. Supports visa processing for international staff.  

Duties and Responsibilities  

• Works with leadership and management on recruiting needs and job posting requests.  

• Manages interview process from initiation to completion, including screening and written test management, scheduling interviews and meetings, collecting and processing hiring and employment documentation; 

• Prepare interview files for the panel members; collect panel members’ interview evaluation documents. Initiate collecting the necessary documents for the employment and consultancy contracts of elaboration, including performing background and reference checks as required by FHI 360 and local labor laws.   

• Develops and maintains candidate records for interviews.  

• Prepares and manages contingency job offer letters and provides status reports and updates for hiring managers 

• Creates and organizes the personnel files on SharePoint, Regular check of the completion of files, and conducts regular P&C audit.   

• Prepare new hire employment contracts and Service Consultant Agreements for review by the Sr P&C Officer and approval by the Head of a Separate Subdivision.  

• Ensure the timely separation or renewal process of fixed-term contracts, if any. 

• Manage and maintain accurate employee records, files, and reports, including responsibility for the maintenance of personnel files; ensure file management confidentiality. 

• Works closely with Sr P&C Officer and serves as a back-up point of contact for employees with P&C-related questions. 

• Provides administrative support to the Timesheet Management system, trains new hires on the usage of TESS / timekeeping system. 

• Participate in the preparation of payroll as needed. 

• Communicate effectively verbally and in writing to all staff on P&C policies and procedures;  

• Manage and maintain accurate records, files, and reports, including responsibility for the maintenance of personnel files.  

• Creates reports for mandatory pieces of training such as the Code of Ethics 

• Additional tasks as requested 

 Education Qualification & Experience  

• Bachelor’s Degree or its International Equivalent in Business Administration, Social Sciences, Finance  

• 3-5 years of experience providing HR recruiting support in an office setting. 

• Prior work experience in a non-governmental organization (NGO) a plus.  

• Able to communicate effectively and tactfully with all levels of staff, individuals from diverse cultures, and the public.  

• Handles routine administrative projects for HR office.  

• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and HRIS /Data Base systems. 

• Fluent in Ukrainian with oral and written proficiency in English. 

   

Typical Physical Demands: 

1. Typical office environment. 

2. Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard. 

3. Ability to sit and stand for extended periods of time. 

4. Ability to lift/move up to 5 lbs. 

    

Technology to be Used: 

1. Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Teams), cell phone/mobile technology, and standard office equipment. 

     

Travel Requirements: 

1. Less than 10% 

     

**Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.