HR Specialist

About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

DAI is seeking highly qualified candidates for the full-time HR Specialist position in Kyiv to join USAID Governance and Local Accountability (HOVERLA) Activity’s team. Interested candidates should submit their application through the following e-mail: hoverla_recruitment@dai.com.

Applications will be accepted until 3 July 2024. Due to a high volume of applications received, we are unable to contact each applicant individually regarding the status of their application. Only shortlisted candidates will be contacted in response to this job advertisement.

Project Background

DAI Global is implementing the USAID-funded Governance and Local Accountability (HOVERLA) Activity, based in Kyiv, Ukraine. This project is designed to support Ukraine advance self-reliant local governance including legislative reforms, participatory strategic planning methodologies, service improvement, local economic development, civil society engagement, and capacity building of sub-national government entities. The Activity has three objectives:

Objective 1: Ukraine’s system of local self-governance is increasingly institutionalized and effective

Objective 2: More self-reliant subnational governance

Objective 3: Citizens play an increasingly influential role in local governance processes

Position Overview

In close coordination with Senior HR Manager, the HR Specialist provides HR support to the project team according to Ukrainian Labor Code, DAI’s policies and procedures and USAID requirements, including employment documents preparation, administration of annual leaves, close cooperation with GDIP and finance department.

Objectives and Duties

Employment procedure

• Ensure compliance with DAI policies, and local labor laws, support the hiring procedure and recruitment of national staff in HOVERLA in close coordination with HR Manager and hiring manager, ensuring that employment procedure is done as per DAI Field Operational Manual and Ukrainian Labor Code.
• Collect employment documents, draft orders on employment and Employment Agreements for new hires to be ready before a start date.
• Coordinate with GDIP employment procedure for new hires, manage collection of employment documentation to be submitted to GDIP.

Maintenance of military records of conscripts and reservists.

• Ensure the staff compliance with the requirements for keeping military records, defined by the Law of Ukraine
• Request and check the presence of military registration documents in persons during hiring/onboarding process, including data for Military Conscription.
• Gather necessary details from employees to assemble a thorough and precise conscription exemption application, submit it to authorities, and monitor its progress.
• Communicate the exemption requirements afterwards, including correspondence with military centers, employees, Ukrainian government bodies, and any other necessary reporting obligations by law.
• Update with the Territorial Recruitment and Social Support Centers (TCSSP) information (notifications) change in the registration data of conscripts and military conscripts hired or terminated.
• Ensure the completeness and reliability of the registration data of conscripts and military conscripts at HOVERLA.
• Proceed regular verification of identity cards of conscripts/employees, with military documents and certificates of registration at TCSSP.
• Update personal data of conscripts and military conscripts/employees, following changes to their marital status, place of residence (residence), education, place of work and position.
• Compile and submit lists of employees subject to registration at TCSSP every year by December 1.
• Keep records of the results of audit of the military records of conscripts and conscripts/employees at HOVERLA.
• Review and preparation of HOVERLA staff support documents for Military Conscription applications prior to a submission to SCMU during the Martial Law.
• Preparation and submission/mail of support documents (extracts of Orders on Military Conscription and HOVERLA letters) to TCSSP.
• Prepare quarterly reports on military conscripted staff to SCMU.
• Follow up related Law of Ukraine amendments and monitor compliance with the order and rules of military registration.

Benefits management

• Monitor employees’ leave records in the Technical & Administrative Information System (TAMIS), ensure that annual leave requests are submitted on time for financial administration.
• Track annual leave in TAMIS, complying with Ukrainian Labor law.
• Draft orders on annual leaves to be submitted to GDIP.
• Collect and check accuracy of staff timesheets.
• Assist in organization of HR events.

Records keeping:

• Enter HR data and upload personnel documents into TAMIS Personnel Module and SharePoint.
• Maintain employment agreements and other employment documents in HR files, ensure confidentiality and no access policy.
• Ensure accurate recording of personnel and pay records, including, but not limited to, leave accrued and taken, and advise the Finance Officer on the status of such records monthly.
• Upload to TAMIS performance management plans, share with employees learning and development opportunities.
• Perform other related duties as required.

QUALIFICATIONS:

• Bachelor’s degree or advanced degree in human resource management or related field
• At least 3 years of experience in Human Resources. Experience working on USAID or other donor-funded projects is a plus.
• Knowledge of Labor Code of Ukraine
• Experience with employee’s military conscription is a plus.
• Experience working with GDIP.
• Computer literate with e-mail, word processing, data base, and spreadsheet experience.
• Working knowledge in English and professional level of Ukrainian is required.