HR and Administrative Assistant (Maternity Leave Cover)

Background:

International Medical Corps is a global, humanitarian, nonprofits organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

Position: HR and Administrative Assistant

Category: Professional Level - Local Staff

Accountable To: Senior HR Officer

Job title of persons supervised: N/A

Work Location: Kyiv

Travel: Required

Salary: Competitive as Per Organization Scale

Type of Employment: Fixed-Term Contract

HR and Administrative Assistant will work in Kyiv and provide support to the IMC team in day to day office life, organizing office management, making travel/hotel arrangements, providing visa/TRP support for expatriate staff, translating administrative and HR documents.

ESSENTIAL RESPONSIBILITIES

Key areas of responsibilities:

• Office set-up and general administration.
• Support in establishment of office processes and protocols as per IMC Standard Operating Procedures.
• Responsible for general office including ordering of supplies, cleaning services and maintaining accurate records.
• Conduct daily cash count following IMC policies.
• Provide translation services as required, both written and real-time verbal.
• Complete Monthly scanning. 
• Assist with maintaining of accurate filling systems with documented and supported records of action for audit purposes.
• Other ad-hoc duties as required.

Travel and Visa/TRP Support:

• Provide efficient support to international staff and visitors. Visa/TRP/Registration support for international staff.
• Arranging transportation and accommodation (taxi, hotels, train/air tickets).
• Other ad-hoc duties as required.

 Human Resources:

• Assist in the recruitment, selection and hiring of new IMC Ukraine staff, service contractors and/or volunteers in Field office.
• Assist in providing staff with orientation and updated guidelines.
• Assist and ensure that the contact information including field office personnel profiles are updated on a regular basis.
• Ensure that employees properly submit timekeeping data;  verify that the time recorded in the timesheets is correct and posted according to its category, such as regular, overtime, vacation, sick leave, etc.
• Assist with tracking employees' vacation, preparation of vacation orders and vacation schedules.
• Process Service Agreements and prepare support documents as required.
• Other ad-hoc duties as required.

 Asset Management: 

• Ensure that all Assets/Attractive Items are recorded in Asset List and kept up to date. 
• Control accuracy of Asset List information, status and Custodian on a regular basis. 
• Initiate request for asset maintenance, appraisal and disposal where required. 
• Provide asset related reports and review inventory report draft for accuracy. 
• Organize spot checks and full inventory with support of asset focal points. 
• Report to Logistics Coordinator any risks or issues identified in relation to asset management.  
• Other ad-hoc duties as required by supervisor.

 Compliance: 

• Ensure compliance with IMC policies and procedures, donor regulations and local laws.
• Uphold the Safeguarding Policy, as well as principles of do no harm and confidentiality. 

QUALIFICATIONS: 

• Certificate of education, higher level of education desirable
• Minimum 2 years' experience in an admin related work
• Knowledge or experience of NGO work desirable
• Excellent interpersonal skills
• Excellent verbal and written communication skills in English and Russian/Ukrainian
• Computer literate (including working knowledge of Microsoft Office)
• Excellent attention to detail, organizational skills and discretion with confidential information
• Ability to work independently and proactively
• Proven ability to handle challenging work load

How to Apply:

Qualified individuals should submit their applications as soon as possible. A complete resume in English that can confirm the required experience should be included in the application. Only short-listed candidates will be contacted for the interview.

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review.