Human Resources and Administration Team Leader (re-advertisement) - Ukraine

Info Europe Ukraine Chernihiv National contract 20 Jan 2025 03 Feb 2025 173098

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a highly-qualified Human Resources and Administration Team Leader to join our team in Chernihiv.

About the job

Under the management of the Support Services Manager, the Human Resources and Administration Team Leader is responsible for coordinating and leading the team of Human Resources and Administration in terms of hiring employees contracts following up and documentation according to the DRC Policies and Ukrainian legislation as well as administrative processes such as lease agreements premises, expats registration, events organizations, travel bookings and stock of admin items following up. S/he will be based in Chernihiv DRC office, with technical support of the Base Office in Sumy and HDP Office in Ichnya and Ivankiv.

Your main duties and responsibilities will be:

• Leads the recruitment of staff for the area including advertising, prepare long list, organizing interviews, reference checks and relevant documentation
• Ensures compliance of personnel documentation with legislation in the field of labor law and personal data protection. Interact with other DRC offices in Ukraine, to assure timely and accurate documentation turnover.
• Completes hiring, transfer and dismissal of employees in accordance with labor legislation, regulations, instructions, as well as orders of the Head of the Representative Office.
• Sets up and administers personal files of employees, ensures Personal Files were sent to the DRC Country Office in a timely manner.
• Ensures Leave policy is followed by all DRC employees in the Area of responsibility. Prepares Internal Orders and send them for archive to DRC Country Office
• Perform role of HR User in DRC dynamics (ERP), including hire, terminate and extension of employees contracts, checking leave requests and approvals, benefits and compensation.
• Coordinate submission of medical insurance information to the insurers in accordance with the existing changes in the list of employees; coordinates requests from the employees with Insurance companies.
• Prepares and submit required reports on a monthly basis for auditing purposes.
• Ensures that records of all Human Resources related information is kept and sent on timely basis to relevant parties.
• Process all necessary agreements, permits and licenses necessary for DRCs operations in Chernihiv and Sumy offices in timely manner.
• Create and maintain a robust filing system, including the archiving of key documents.
• Ensures distribution of area office staff lists on a monthly basis.
• Supervise and provide technical support to the admin team, in terms of finding new premises, accommodation and tickets bookings.
• Ensure compliance with DRC & donor procedures and that cost-effective processes are employed at all times.
• Ensures completion and submission of necessary Admin reports in timely manner.
• Ensure all admin trackers are updated on weekly and monthly basis as required, i.e., premises, payments, supplies and consumables, etc.
• Ensure to provide on job trainings to all the Area HR/Admin teams and seek support from Country HR where needed.

About you

To be successful in this role we expect you to have at least 3 years of work experience in Human Resources management, administration, information activity or in the related field. Moreover, we expect the following:

• University degree in “HR Management and Labor Economics", "Law", "Documentation and Information Activity", "Record Keeping" or related specialization.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities.
• Strong sense of personal integrity and understanding of confidentiality and ethics.
• Proficiency in Microsoft Office, Internet Explorer, Outlook.
• English and Ukrainian language skills required.

In this position, you are expected to demonstrate DRC five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

• Contract length: Open-ended contract depending on performance and funding after successful completion of 3 months probation period.
• Band: G - management
• Designation of Duty Station: Chernihiv
• Start date: ASAP

Salary and conditions will be in accordance with Danish Refugee Councils Terms of Employment for national employees.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.

Applications sent by email will not be considered.

Closing date for applications: 3rd February 2025