Senior employment specialist (headhunter) / Recruitment Supervisor in Handicap international

 RECRUITMENT SUPERVISOR 

COUNTRY:  Ukraine  

REPORTS TO:   HR Manager 

LOCATION:  Poltava  

 Only CVs written in the English language will be reviewed.

GENERAL MISSION 

The Recruitment Supervisor implements sourcing, recruitment and mobility activities for national staff members in Ukraine. S/he ensures that recruitment and mobility are consistent with HI's HR policies and frameworks and with local law and practices. S/he advises managers on the Recruitment policies, procedures and tools to be rolled out in these fields. S/he represents the organization externally in order to reach out to future team members, and to this end ensures some employer visibility via the communication channels used. His/Her scope of responsibilities includes team management and support for the members of recruitment teams. S/he provides administrative support to Poltava base.  

MISSIONS / RESPONSIBILITIES 

Mission 1. External sourcing:  

1. Implements sourcing processes in Ukraine (e.g. interventions in training centers, trade fairs, professional social networks etc.). 

2. Identifies the relevant job websites to announce HI vacancies to reach to the relevant target audience. To be in contact and cooperation with the job websites administration and HI Logistics team as for purchasing vacancies publications 

3. Ensures timely and proper opening, maintenance and closure of the vacancies publications in correspondent websites and platforms  

4. Reports the numbers of vacancies per month and monthly usage for the job advertisement costs, and annual summary reports on it.  

5. Monitors and reports on the tendencies in the labor market and contributes to designing of strategies and tools to make HI vacancies more attractive to the potential candidates 

 Mission 2. Manages the recruitment process for national positions in Ukraine; manages the recruitment team members, acts as a focal point on recruitment-related matters for the HR Officers reporting to the Country HR Manager and supports the line manager at every stage:  

1. Is responsible for the HR part of the recruitment process in compliance with HI’s policies and Ukrainian legislation  

2. Assists managers on recruitment processes and ensures the process' quality and compliance with HI policies, procedures, tools/templates and Ukrainian law 

3. Gives support and coaching on recruitment process to hiring managers and Field HR teams 

4. Organizes technical test and/or interview as per demand of the hiring manager, and support in reference checks of the potential candidates. 

5. Ensure all the recruitment filings/archives are standardized and complete. 

6. Ensuring high quality and transparent recruitment processes are in place within the mission. 

7. Ensure all JDs, interview notes received from hiring managers are complete and in correct templates. 

8. Updates regularly the recruitment tracking sheet and report to HR manager. 

9. With his/her HR manager, establishes the salary level of the candidate for the job in compliance with the current pay policy. 

10. Ensures the recruitment process and procedures follow HI safeguarding policies. 

11. Be knowledgeable about HI’s current activities and HI HR Terms&Conditions to be able to answer the questions from the candidates during the interview. 

12. Establishes and coordinates a local pool of candidates and profiles, and updates it regularly, with particular regard to rare profiles, as well as a local “emergency HR” pool. 

13. Helps to identify training needs, and to draft and monitor the training plan.

     

Mission 3. Assists the HR Team:  

1. Assists the HR Team with the Email Creation of thenew staff 

2. Assists the HR Team with the contract preparation and induction of the new staff. 

3. Ensures all relevant HR staffs and hiring managers are up to date with the recruitment updates for the positions opened. 

4. Assists in audit preparation related to the recruitment process and staff recruitment folders. 

5. Informs HR Manager on the update relevant local labor practices related to the recruitments and selection. 

6. Supports HR Manager in preparing the presentation/induction to the hiring managers on HI recruitment process and procedures. 

7. Contributes to improving and designing recruitment practices in line with HI HR and Recruitment policies.  

 Mission 4. Assisting with the internal mobility of HI employees (if relevant):  

1. Conducts follow-up interviews allowing an employee to express a request for personal development. 

2. Ensures the smooth human and administrative integration of employees working in-house, draws the manager's attention to any skills development requirements and monitors the implementation of appropriate development plans. 

 Mission 5. Team management for recruitment officers: 

1. Acting as a team leader for the recruiters, to follow up on recruitment tracker updates, identify challenges and difficulties in the recruitment processes, and to be a focal point on the requests related to the recruitments received from the recruitment team members 

2. To fulfill a proper control on the compliance with HI  Recruitment Policy from the side of the recruiter team members. To ensure the proper implementation and to be an advisor as for the provisions of HI recruitment policy for other recruiters, hiring managers and other interested parties.  

3. To delegate and distribute operative recruitment-related tasks to the team members and to follow up and support on their completion using managerial tools confirmed with the line manager  

4. To establish the objectives for the recruiter team members, to support and follow up in achievement of these objectives, to complete the performance assessment and design the development plans for recruiters.  

5. To be responsible for proper and timely communication of the new updates and requirements in recruitment procedures to the recruitment team  

6. To provide a timely and constructive feedback to the recruitment team members 

7. To collect and compile the information reported by the recruitment officers to be provided as a comprehensive report on recruitment tasks to the line manager 

 Mission 6. Administrative management for Poltava base: 

6.1. To prepare the personal folder for the new member of the team in Poltava and ensure that all documentation related is archived in this folder. To be responsible for completing and updating all documentation in Personal HR folders in Poltava (1. Personal details, 2. JD, contract and amendment, 3. Signed policies, 4. Leave requests, 5. Training records, 6. Performance appraisals, 7. Disciplinary records, 8. Tax and payslips and 9. Exit documents) and ensures that all files are archived in compliance with HI’s rules and Ukrainian law. 

6.2. To organize induction meeting schedule for the new Poltava staffs with each department using the HR induction tool 

6.3. To welcome the new Poltava staff members on their first day and collect their signatures in the contracts, bank account information, HI policies, etc.  

6.4. To prepare the mission orders for all national Poltava staff 

6.5. To be responsible for Poltava staffs’ leave follow-up update and for archiving all leave requests and orders as well as to monitor and update leave information via Digital HRM platform  

6.6. To keep updated the contract follow-up file and alert Area HR Manager and other related persons about contract expirations in order to anticipate renewals or end of contracts 

6.7. To keep updated the contact list (national and international staff) 

6.8. To support with the necessary registration of the staff to the relevant government offices as required by Law   

Mission 7. Emergency preparedness and response:  

1. Contributes to the program's emergency preparedness actions and, during an emergency response, adapts his/her working practices to help facilitate an effective humanitarian response by HI. 

 PROFILE SOUGHT 

Qualification(s):

• Bachelor degree in the relevant fields of HR; 

• Proven knowledge in Recruitment, Personnel Administration, HR Management, Team Management 

Experience:

• More than 2 years’ experience in the recruitment field;  

• Previous experience working in humanitarian programs. 

• Previous experience with HI. 

Skills: 

• Excellent communication and writing capacities in English; 

• Proficient: Microsoft Word, Excel, PowerPoint; 

• Knowing how to simplify and prioritise; 

• Professional skills: personal administration recruitment processes.  

Personal qualities: 

• Excellent communication skills and diplomacy; 

• Ability to follow instructions and to be a member of a team; 

• Flexibility; 

• Strong attention to details; 

• Good organizational skills; 

• Practical, dynamic and solution oriented; 

• Open to cultural differences. 

• Good capacity to withstand pressure and manage stress; 

WORKING CONDITIONS:

Contract: Employment contract (according to Ukrainian legislation) Fixed-Term

Type of employment: Full-time

Benefits Package:

• 30 calendar days for annual leaves 
• 12 days of internal wellbeing paid leaves annually (pro-rata)
• Medical Insurance for HI staff and one dependent (tax paid by HI)
• Individual counselling sessions for HI staff
• Relocation package might be granted for the managerial positions and key positions if needed 
• Relevant supportive measures for person with disabilities (if needed)

EQUAL OPPORTUNITY

HI is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics. 

If you have a disability and require any special arrangements to assist you during the interview, please inform us with the necessary details.

Handicap International has clear institutional policies on "Child Protection", "Anti-fraud, Bribery and Corruption", "Disability, Gender and Age" and "Protection of Beneficiaries from Sexual Exploitation, Abuse and Harassment”. It is therefore mandatory for all staff to commit themselves to respect, uphold and promote these policies, and to sign the HI Code and Conduct.

By submitting the CV application, the applicant gives his/her consent to the processing of his/her personal data (in accordance with the legislation of Ukraine. 

Старший фахівець з питань зайнятості (хедхантер) 

КРАЇНА:  Україна  

ПІДПОРЯДКОВУЄТЬСЯ:   Менеджер (управитель) з персоналу  

РЕГІОН:  Полтава 

 Розглядатимуться лише резюме, написані англійською мовою.

ЗАГАЛЬНІ ОБОВ’ЯЗКИ 

Старший фахівець з питань зайнятості (хедхантер) займається пошуком, підбором персоналу (рекрутингом) та внутрішньою мобільністю (переходом на інші посади всередині організації) національних співробітників в Україні. Він/вона забезпечує, щоrecruitment and internal mobility are in accordance with HI HR policies and local laws and practices. He/she advises professionals on recruitment policies, procedures and tools to be implemented in these areas. He/she represents the organization externally in order to establish contacts with future team members, and for this purpose ensures a certain recognition of the employer through the communication channels he/she uses. His/her responsibilities include team management and support of recruiting team members. He/she provides administrative support to the base in Poltava.  

TASKS/DUTIES< span style="font-weight: bold"> 

Task 1. External candidate search: 

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Implements candidate search processes in Ukraine (for example, search using training centers, trade shows, professional social networks, etc.). 

1. Identifies appropriate employment websites to post HI job ads to reach the appropriate target audience. Liaises and collaborates with the administration of employment websites and the HI Logistics team on the creation of paid job postings. 

2. Ensures timely and appropriate opening, maintenance and closing of job postings on relevant websites and platforms. 

3. Makes a monthly report on the number of vacancies, a monthly report on the amount of funds for paid job advertisements, and also annual consolidated reports on the above.  

4. Monitors and reports on labor market trends and contributes to the development of strategies and tools to increase the attractiveness of HI jobs to potential candidates.  

Task 2.Manages the process of recruiting (selection of personnel) for national positions in Ukraine; manages the members of the recruitment team, acts as a recruitment coordinator for recruitment team members reporting to the Country Head of HR and supports the line manager at every stage:  < /span>

 Responsible for the personnel part of the recruitment process in accordance with policies HI and Ukrainian legislation.  

1. Assists professionals in the recruitment process and ensures process quality and compliance with HI policies, procedures, tools/templates and Ukrainian lawto the 

2.   Provides recruiting process support and coaching to  recruiting professionals and field HR teams.  

potential candidates.   

3.      Ensures standardization and completeness of all personnel documents/archives. 

4. Ensures high quality and transparency of recruitment processes in the mission.  

5. Ensures that all resumes, interview reports received from recruitment specialists are complete and meet templates  

6.    Regularly updates the recruiting tracking table and reports to the HR Manager. 

7. Together with the HR Manager, sets the salary level of the candidate for the position in accordance with the current salary policy . 

8. Ensures that the recruitment process and procedures comply with the HI safeguarding policy. 

be able to answer the candidates' questions during the interview. 

9. Creates and coordinates a local pool of candidates and profiles and regularly updates it, paying special attention to rare profiles and local "emergency personnel reserve".  

10. Helps identify training needs and develop and monitor a training plan. 

 Task 3. Helps the HR team:  

1. Assists the HR team in creating email for new hires. 

 
open vacancies. 

2. Assists in the preparation of audits related to the recruitment process and assists in the maintenance of recruitment files. 

3. Informs the manager (personnel manager) about updating the relevant monthsthese labor practices related to recruitment and selection of personnel. 

recruitment procedures in HI. 

4. Contributes to the improvement and development of recruiting practices in accordance with the "HI" policy in the field of personnel management and recruiting (selection of personnel). 

Target 4. Promote internal mobility of HI staff (if applicable):

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Conducts repeated interviews that allow the employee to express wishes for personal development. 

skills and monitors the implementation of relevant development plans. 

 Task 5. Managing a team of recruiting specialists:

1. Act as the head of the recruiting team, monitor recruitment tracker updates, identify challenges and difficulties in the recruitment process, and be the coordinator of recruitment-related queries received from members of the recruiting team. 

Ensure proper implementation and be a consultant on the provisions of the HI Recruitment Policy to other recruiters, hiring managers and other stakeholders.  

2. Delegate and distribute operational recruitment related tasks to team members and monitor and support their implementation using management tools agreed with the line manager. 

recruiters 

3. Responsible for properly and timely informing the recruiting team about new updates and requirements for recruiting procedures.  

4. Provide timely and constructive feedback to members of the recruitment team. 

the lookand a comprehensive report on the implementation of recruiting tasks.  

 Task 6. Administrative management for the base in Poltava:

6.1. Prepare a personal folder for a new team member in Poltava and ensure that all documentation related to him is archived in this folder. Be responsible for filling out and updating all documentation in the personal folders of employees in Poltava (1. Personal data, 2. Job description, contract and changes to it, 3. Signed policies, 4. Requests for leave, 5. Records of completed trainings, 6. Certifications, 7. Disciplinary Records, 8. Tax and Salary Information and 9. Dismissal Documents) and ensures archiving of all files in accordance with HI rules and Ukrainian legislation. 

6.2. Organize the schedule of introductory briefings for new employees in Poltava with each department, using the tool "Introductory briefing for staff". 

6.3. Greet new Poltava base employees on their first day of work and collect their signatures on contracts, bank account information, signed HI policies, etc.  

6.4. Preparation of travel orders for all national employees in Poltava.  

6.5. Be responsible for updating vacation information of Poltava employees and archiving all vacation requests and orders, as well as monitoring and updating vacation information using the HRM digital platform.  

6.6. Continually update the contract control file and inform the Regional Manager (HR Manager) and other related persons about the expiration of the contracts in order to anticipate the renewal or termination of the contracts. 

6.7. Maintain an up-to-date list of contacts (national and international staff). 

6.8. Provide support in the necessary registration of personnel with relevant government agencies as required by law. 

Mission 7. Emergency Preparedness and Response:

Contribute to the program's emergency preparedness activities and, during emergency response, adapts its work practices to facilitate an effective humanitarian response by NI.  

REQUIRED QUALIFICATIONS

Qualification(s):

• Bachelor's degree in the relevant field of personnel management;  

• Confirmed knowledge in the field of recruiting, personnel administration, personnel management, team management

Experience:

• More than 2 years of experience in the field of recruiting;  

• Previous work experience in humanitarian programs. 

• Previous HI experience. 

Skills:  

• Excellent communication and writing skills in English and Ukrainian;  

• Professional knowledge of Microsoft Word, Excel, PowerPoint; 

• Ability to simplify and prioritize; 

• Professional skills: recruitment processes for personal administration.  

Personal qualities :  

• Excellent communication skills and diplomacy;  

• Ability to follow instructions and be a team member;  

• Flexibility; 

• Strong attention to detail; 

• Good organizational skills;  

• Practicality, dynamism and solution orientation;  

• Openness to cultural differences.  

• Good ability to withstand pressure and cope with stress;  

TERMS OF WORK

Contract:Employment contract (according to the legislation of Ukraine) Fixed-term

Employment type:Full time

< strong style="font-weight: 700">Advantages:

• 30 calendar days of annual leave
• 12 days of additional paid wellness leave (pro-rated)
• Health insurance for HI employees and one family member (supplement pays HI)
• Individual psychological counseling for HI employees
• Relocation package can be provided for management positions and key positions, if necessary
• Appropriate support measures for a person with a disability (if necessary)

OPPORTUNITIES

HI is an employer equal opportunities. We value diversity and strive to create an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability, religion, ethnic origin, color, race, marital status, or other protected characteristics.

If you have a disability and require any special measures to assist you during the interview, please let us know the necessary details.

Handicap International has transparent institutional policies on Child Protection, Anti-Fraud, Bribery and Corruption, Disability, Gender and Age, and Protection of Beneficiaries from Sexual Exploitation, Abuse and Harassment. They are mandatory for all employees who are required to respect, uphold and promote these policies and sign the HI Code of Conduct.

By submitting a resume, the applicant consents to the processing of his personal data (in accordance with the legislation of Ukraine)