HR & Administration Assistant

ERA BACKGROUND 

Ukraine’s efforts to win the future – emerging from Russia’s full-scale war ready to accelerate its development as a sovereign, independent, democratic, and prosperous state – require a dynamic, inclusive economic recovery. Through partnerships with the government and robust private sector engagement, ERA has supported economic growth and resilience in Ukraine since 2018. Following Russia’s brutal invasion of Ukraine in February 2022 and subsequent occupation of the part of Ukraine, ERA shifted from its focus on Eastern Ukraine to cover development priorities across the country that address Ukraine’s urgent needs in export logistics and infrastructural improvements.

AGRI-UKRAINE GRAIN EXPORT LOGISTICS

USAID’s Economic Resilience Activity (ERA) is one of USAID’s core partners implementing the $350 million Agriculture Resilience Initiative – Ukraine (AGRI-Ukraine) that was established in 2022 to bolster Ukrainian agricultural exports and alleviate the global food security crisis exacerbated by the war. Under AGRI-Ukraine, ERA partners with public and private companies to complement and leverage urgently-needed grain transportation and transshipment investments.

INFRASTRUCTURAL IMPROVEMENTSERA also directly supports the Government of Ukraine, including the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI), the State Customs Service and Ukrainian Railways, to upgrade 42 of Ukraine’s border crossing points (BCPs). Modern and more efficient border infrastructure and customs procedures will reduce export costs and increase export capacity, enabling  Ukraine to scale trade and advance its path to EU integration.

About the job

The HR & Administrative Assistant is a key member of the HR team and plays a pivotal role in assuring adherence to HR policies and regulations and updating reporting systems HR-related documents. The HR & Administrative Assistant assures adherence to HR policies, and regulations and updating reporting systems, including uploading HR-related documents. The HR & Administrative Assistant is based in Kyiv and reports to the HR Director.

RESPONSIBILITIES:

HR Administrative Support

• Assist the Human Resource Manager with administrative tasks, including maintenance of paper personnel filing system, prepare Employment confirmation letters upon employees’ requests.
• Make monthly payment requests the corporate employee support programs of trauma counseling and legal assistance, ensure the ordered services are accounted and paid.
• Coordinate with Safety Manager on keeping records on the personnel whereabouts on a daily basis according to the information of the internal messenger groups for three offices in Kyiv, Lviv, Odesa, and the group working abroad.
• Maintain records of employees’ conscripts in compliance with the new Law on Mobilization.  Sending out mail to the Military Conscription Centers about reservation status of ERA employees.
• Coordinate mail delivery to/from Kyiv offices by courier services providers documents deliveries to GDIP, employees, vendors, etc.
• Assist in ensuring smooth logistics and event organization upon request.
• Translate documents, letters, and other correspondence with stakeholders upon request. 
• Any other activities assigned by HR Director, HR officers, COP, or DCOP.

Staff Development support

• Keep records of performance appraisal process on an annual basis during the entire cycle.
• Monitor, Coordinate and arrange annual obligatory training, including, but not limited to: Ethics and Compliance, Safety training, Digital Safety, etc. 
• Coordinate payments for approved trainings for personnel.
• Responsible for Performance Appraisal folders in SharePoint.
• Coordinate a Performance Appraisal process for new hires after the probation period.
  

About you

• BA/MA degree in Economics, Finance, Operations, Sociology, or a related field.
• At least 1 years of work experience in Human Resources and /or administrative work.
• At least 1 years of experience working on USAID or other donor-funded projects is a plus.
• Full proficiency in Microsoft applications, ERP systems, and proven spreadsheet experience.
• Ability to multi-task and prioritize tasks. 
• Excellent organizational skills and ability to work as part of a team.
• Professional level of English and Ukrainian is required.

WE OFFER

Contract length: 12-month employment agreement with a possibility of extension.

Benefits Package:

• 28 calendar days of annual leave
• 10 days of internal well-being paid leave per annum
• Medical Insurance for ERA staff and their families
• Life Insurance for ERA staff
• Coverage of all expenses for the business trips
• Military reservation is possible and granted if you are on a relevant military register

Start date: June 2024

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English to Відправити резюме  

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or status as a protected veteran.

Closing date for applications: June 11, 2024.

For further information about DAI GLOBAL LLC, please consult our website era-ukraine.org.ua.