HR & Administrative Manager

Premiere Urgence Internationale (PUI) is a non-profit, non-political and non religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.

Place of work - Lviv, Lviv region

QUALIFICATIONS

Education Degree: Master's degree (specialist's degree) in Human Resources or other related field.

Work experience: At least 2 years' experience in human resources or other related field

Language Skills: Fluent in Ukrainian, Russian, and upper intermediate (B2 according to the Common European Framework of Reference for Languages) level in English (speaking/reading/writing).

Knowledge & skills: Good critical thinking; Ability to synthesis a wide scope of information. Solid organizational skills, excellent communication and interpersonal skills. Knowledge of Labor Code, HR Administration, and organizational planning skill is highly desirable.

Computer skills: Good knowledge of Microsoft Office (with focus on Excel and Word).

GENERAL OBJECTIVE

The Human Resources and Administrative Manager supports the Administrative & Finance Coordinator in implementing and supervising all the activities related to administration and human resources management. He/she guarantees the correct implementation of HR and PUI policy on the mission. He/she ensures legal and administrative support to administrators for all HR related matters. He/she actively participates in implementing training and development programs for national staff.

ACTIVITIES

HR management of expatriates and nationals

• Ensure the administrative management of expatriates within the PUI mission (file, visa, TRPs, plane tickets, attendance follow-up, return form, perdiem preparation, legal registration on the mission...) 
•  Ensure that HR procedures are respected at mission level
• Collect the necessary information to monitor changes in the cost of living
• Ensure that personnel files are kept up to date and deadlines respected following PUI standards and local law requirements (annual performance reviews, contract amendments, orders…)
• Ensure that procedures for recruitment and terminating contracts are adhered to and follows local law requirements
• Prepare new employment contracts 
• Prepare the monthly salaries and payroll processing and issue payslips
• Update HR database with personnel related information and ensure accuracy of data (attendance, leaves…)
• Prepare and update HR forms pack and make sure that it is available for all mission staffs 
• Provide advice and recommendations on disciplinary actions.

 Implementation of the national HR policy

• Take part in the development of the national HR policy and Internal rules
• Participate in defining and monitoring the implementation of HR policy and Internal rules 
• Propose improvements to employee working conditions
• Participate in implementation of mission Health policy (including insurance coverage for national staffs) 
• Ensure appropriateness and coherence between mission job descriptions and Ukrainian standards
• Ensure the PUI Salary Grid is applied on the mission and the recruitment process respecte 
• On request, participate in rewriting the Salary Grid (benchmark...) 
• Continually ensure coherence between PUI HR policy and national laws with support of mission legal advisors 

Team management

• Support the administrative team on any HR matter
•  Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness, finance position gaps...) 
• Assist Managers in performing appraisals, providing trainings if needed 
• Participate in the implementation of career planning and staff promotions
• Follow and update national staff training data base, and coordinate with related coordinator, while reviewing training request from staff, and make sure training reports are submitted to HR with prior validation of supervisor
• Make a list of schools and training opportunities relevant for PUI mission in the country 
• Enforce recruitment procedures, organize and participate in recruiting national staffs 
• Ensure monthly team meetings with sub-bases team in collaboration with team manager and provide minutes of the meetings
• Ensure relations with employee representatives, in particular by taking part in their meetings 

Administrative management of the mission

• Ensure physical and IT archiving, as well as security and confidentiality of HR and administrative documents
• Consolidate and update the mission organization chart on monthly basis 
• Ensure that paper files from the bases are brought back to coordination on a regular basis
• Support and advise the Administrative and Finance Coordinator regarding legal registration of PUI in the country (ex: Statute, Charter…)

 Reporting/Communication

• Support the Administrative & Financial Coordinator in the relations with administrative and public authorities.
• Write minutes of meetings on request
• Participate to HR & Administrative related meetings with partners

CONDITIONS

Fixed-term contract with possible extension

Location: Lviv

Working days: Monday to Friday

HOW TO APPLY?

Interested candidates should submit their CV and cover letter in English including at least 2 reference contacts.

Applications should be sent before June 30, 2022 to Отправить резюме

Only candidates short-listed will be contacted.

PUI reserves the right to interview candidates on a rolling basis, so the candidate might be selected before the closing date.