Human Resources & Administrative Officer

Job Title: HR & Administrative Officer

Type of Contract: Fixed Term (Full time)

Location: Kyiv

Reports to: Finance&Administration Manager

Background

HelpAge International (HAI) helps older people claim their rights, challenge discrimination and overcome poverty so that they can lead dignified, secure, active and healthy lives. HelpAge in Ukraine has responded to the armed conflict in Eastern Ukraine since 2014, and offers protection services, homebased care and runs community safe spaces for older people and people with disabilities, affected by the conflict and on both sides of the conflict. HAI has its country office in Kiev, and operates field offices in Slovyansk and Severodonetsk.

Job Purpose

Under Fin&Admin Manager supervision support the HR/Personnel needs of the HAI Ukraine Country Office, ensuring HAI HR Policies and Procedures, relating to personnel recruitment, induction, staff contracts, performance reviews, staff timesheets, contract endings/termination are followed. The HR/Admin Officer maintains and keeps up to date personnel records and communicates HR Policies and offers support and guidance to HAI staff employment enquiries.

HR/Admin Officer supports general administration, assets and logistical support needs of Kyiv Office. This entails the following, but not limited to: maintaining filing systems for letters and project documents (sent out and received); booking taxi/flights/train; making hotel bookings for HAI staff and visitors; sorting and ensuring invoices/requests for payments are provided to finance; maintaining the HAI Asset register. Other admin/logistical job-related duties may be assigned.

HR Duties (55%):

Recruitment & Contracting:

• To advise management on the application of Labour law and HAI HR policy as required, and to support on applying these in recruitment.
• To provide support to managers on recruitment for national staff teams - this will include drafting a job profile, advertising, shortlisting, and interviewing.
• Prepare contracts and change of contract letters.

Personnel Management & Records:

• Ensure recruited staff have appropriate contracts and personnel files to hold all related supporting documents (CVs, Contract, Code of Conduct and other signed policies, timesheets, leave records, performance reviews, disciplinary actions etc).
• Track staff contract expiry dates and support managers with contract renewals.
• Ensure all staff submit their monthly timesheets signed by supervisors and check the correctness of filling.
• HR documents for HAI staff (collect requests for annual leaves and other HR data from employees, ensure proper handover HR documents between HAI offices).
• Prepare civil contracts meeting legal requirements along with the set of supporting documents, track contracts' expiry dates and ensure the availability of a full set of documents for each civil contract.
• Follow-up with line managers and supervisors on completing staff performance reviews.

Administrative Duties (45%):

General Admin

• Be the focal point for all office running and administrative issues and liaise with a range of staff/teams to ensure smooth operations.
• Support and maintain proper filing of Programme Documentation (Originals and copies).
• Maintain Correspondence Files for tracking and allocating Letter Reference IDs.
• Provide general admin support as requested by HAI staff relating to official programme needs.

Logistics/Procurement

• Provide support for the procurement of travel and lodging needs of HAI staff and visitors to the country office.
• Ensure Kyiv Office has sufficient office supplies and maintain a record of stock items.
• Support the documentation for contracts relating to the office, expat housing and other related contracts (utilities, internet, mobile phones, IT support etc).

Asset Management

• Ensuring that all HAI equipment e.g. telephones, photocopier, printers, etc. are maintained in good conditions.
• Maintain Asset/Inventory Records of all HAI equipment and office furniture.
• Ensure that assets handover is properly documented.

Safeguarding:

• Preventing harm and abuse from our people, operations and programs, to anyone that encounters our work;
• Report all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.

Personal Specifications

• Skills in maintaining and updating filing systems.
• Good command of spoken and written English, Ukrainian and Russian.
• Proven organizational and record keeping skills.
• Good interpersonal and communication skills.
• Strong computer skills (Excel, Word, Internet).

Knowledge and experience

• Previous experience in HR/Personnel services/supporting role.
• Practical knowledge/understanding of Ukraine Labour Laws.
• Experience of working in an international organization.
• Good experience in logistics and administration tasks.
• Ability to maintain confidential information.

Our Values

• At HelpAge International we work hard to achieve our goals together as a team with a clear shared purpose. Everyone who works at HelpAge shares our values and are committed to behaviours that demonstrate and support them.
• Our values inform how we work together:

Inclusive We respect people, value diversity and are committed to equality.

Impact We value and recognise the contribution of our staff and network members as we put older people at the centre of everything we do.

Partners We work alongside network members and others to increase reach, influence and impact. We are committed to a culture of collaboration and building positive relationships.

Learning We are passionate about learning, accountable and work together to find creative solutions.

Equal Opportunities

HelpAge International is committed to creating an inclusive working environment, promoting and providing equal opportunities and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We encourage and facilitate a flexible working environment.

Safeguarding

Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At HelpAge we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people that pose a safeguarding risk and will undertake criminal record checks as required.

Application procedure: Please send a CV and Cover letter in English. 

Applications will be reviewed on a rolling basis therefore early application is encouraged .