Senior HR/Admin Officer in Norwegian People's Aid

The vision of Norwegian People’s Aid is Solidarity in Action. We are a politically independent membership-based organisation working in Norway and more than 30 countries worldwide. Founded in 1939 as the labour movement’s humanitarian solidarity organisation, NPA aims to improve people’s living conditions and to create societies that are more just and more democratic. NPA’s international work covers three core areas: Mine Action and Disarmament, Democratisation and Just distribution of power and resources, and Humanitarian Action and crisis response. NPA has opened a Mine Action and Disarmament program to protect civilians from the threats posed by explosive ordnance (EO) in Ukraine.

Norwegian People’s Aid (NPA) is looking for a Senior HR/Admin Officer. The main place of work is in Mykolaiv city. Driving experience will be a significant advantage (company cars are available).

We also consider candidates with disabilities.

NPA operates in full compliance with Ukrainian law, and we expect our candidates (if male) to have up-to-date military documents.

Deadline for submitting resumes is March 5, 2026

Tasks and Responsibilities: 

Key Responsibilities 

Recruitment & Onboarding 

• Manage end-to-end recruitment processes (internal and external), from receipt of recruitment requests to the handover of signed offers to designated stakeholders, including: 

• Coordination of candidate selection and communication 

• Collection of signed offer letters 

• Receipt and verification of electronic acceptance confirmations from candidates  

• Collection of required employee documentation 

• WatchDog screening 

• Reference checks 

• Organize and facilitate induction and onboarding processes for newcomers  

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Personnel Records, Timesheets & Legal Compliance 

• Ensure proper maintenance of personnel records in accordance with Ukrainian labor legislation and internal organizational policies. 

• Oversee the accuracy and completeness of HR documentation, including but not limited to: 

• employment, transfer, and termination orders; 

• employment contracts and addendums; 

• employee personal files; 

• records of leave, sick leave, and other types of absences. 

• Conduct review and validation of employee timesheets in the assigned regions (Mykolaiv and Shyroke), ensuring: 

• accuracy of recorded working hours; 

• compliance with approved work schedules, orders, and actual attendance; 

• timely approval and submission of timesheet data to the Finance Department. 

• Ensure consistency between timesheet data, HR systems, and payroll calculations. 

• Monitor and control compliance with Ukrainian labor legislation, includingbut not limited to: 

• working time and rest periods; 

• overtime regulations; 

• leave entitlements and social guarantees; 

• employment, transfer, and termination procedures. 

• Identify potential compliance risks and violations, initiate corrective actions, and escalate issues to management when required. 

• Provide advisory support to HR Officers and line managers on personnel administration and labor law matters. 

• Participate in internal reviews, audits, and preparation of documentation in response to requests from regulatory or supervisory authorities. 

HR Systems & Reporting 

• Enter and maintain accurate data for newly hired employees in BAS and Soliday. 

• Prepare and submit mandatory employment-related reports via: 

• Taxpayer’s Cabinet 

• Pension Fund of Ukraine (PFU) 

• Record all types of employee transfers in BAS and Workday, including: 

• Temporary transfers 

• Permanent transfers 

• Role changes 

• Ensure timely and accurate updates of employee status changes in HR systems. 

Induction & Trainings 

• Organize and facilitate induction processes for:  Participants of basic training programs, Participants of Refresh trainings 

• Coordinate training processes, including: Recruitment and enrolment of participants, Ongoing support throughout training delivery 

• Collection of confirmed acceptance and transfer lists from responsible parties 

• Submission of finalized lists and relevant information for line manager 

• Deliver internal staff trainings related to organizational changes, updates, and new procedures. 

Employee Relations & Compliance 

• Support disciplinary processes, including: 

• Case preparation 

• Participation in disciplinary proceedings 

• Preparation and archiving of related documentation 

• Maintenance of disciplinary case registers 

• Maintain regular communication with Operations (Ops) teams regarding: 

• Employment contract end dates 

• Outcomes of temporary assignments 

• Promotions, extensions, and role changes 

• Account Management. Submit and coordinate requests for system account creation for: Newly hired employees, Employees transferred to positions requiring system access 

Additional Responsibilities 

• Perform other HR-related tasks as required to support operational needs and organizational priorities. Support HR Manager in all HR related issues 

• Competence and qualifications: 

Must have:  

• University degree/diploma in a relevant subject.  

• Strong knowledge of Ukrainian labour legislation 

• English – proficiency in English language (both verbal and written)  

• Native Ukrainian speaker 

• Experience with HRIS (BAS – mandatory, Workday advantage) 

• High attention to detail and compliance 

• Ability to supervise and mentor HR staff 

• Strong organizational and reporting skills 

• Effective communication and stakeholder management 

Experience:  

• Minimum three years of experience with recruitment (preferably within the humanitarian sector) 

• Minimum two years of experience with HR administration (preferably within the humanitarian sector)  

• High stress resilience with the ability to work effectively under pressure and in challenging conditions.Minimum one year of experience with training`s delivery 

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Personal Competencies: 

• Good cultural, networking and interpersonal skills. 

• Strong communication and interpersonal skills.   

• Systematic and organised in approach, including accuracy, consistency, and attention to detail, tenacity, and the ability to work under pressure.  

• Ability to meet deadlines and work calmly under pressure with limited supervision.  

 Additional Considerations 

All staff are expected to undertake the following general duties: 

• Work within the framework of NPA core values and promoting NPA’s vision “Solidarity in Action” 

• Work towards achieving programme and/or department objectives 

• Ensure familiarity with and adhere to all NPA policies and procedures  

• Undertake and apply learning from appropriate training and development programmes 

• Understand and uphold the standards outlined in NPA Safeguarding, acting with due care and attention to safeguard the wellbeing of anyone that encounters NPA’s work and reporting concerns if they do arise. 

About the recruitment process:

We work continuously for more diversity and inclusion throughout the Norwegian People's Aid. We encourage all qualified candidates to apply.  

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!