HR and Administration Officer

Position Summary

Momentum Wheels for Humanity (MWH) seeks an HR and Administration Officer to provide HR and administrative support for the five-year USAID Rehabilitation for Ukraine (Rehab4U) Activity. The HR and Administration Officer will facilitate local recruitments, manage and maintain recruitment and personnel files, and liaise with MWH’s payroll provider to ensure accurate and complete payroll processing and reporting. The HR and Administration Officer will also support the Director of Finance and Grands Management and other operations and logistics staff with day-to-day administrative support tasks.

About Momentum Wheels for Humanity

Since 1996, Momentum Wheels for Humanity has increased access to mobility and improved the quality of life for children, teens, and adults with physical disabilities in more than 50 low- and middle-income countries. We build and strengthen rehabilitation services within health systems through training and capacity building, policy and standards development, and supply and distribution of wheelchairs and other life-changing equipment. For more information, visit https://momentum4humanity.org/. 

Expected Duties and Responsibilities  

Reporting to MWH’s HR and Administration Manager, the HR and Administration Officer will have the following responsibilities: 

Recruitment and HR functions

• Lead recruitment process for new positions in line with MWH policies and procedures: develop and post new job applications, review and shortlist candidate CVs, screen candidates, schedule interviews and assist in the interview process, conduct reference and security checks, and prepare offer letters 
• Prepare draft agreements for local employees and consultants for review by the HR and Administration Manager
• Collect, review, and file employee information in the well-organized personnel filing system 
• Schedule and lead new-hire orientation for new employees and consultants, ensure proper onboarding 
• Ensure that all Ukraine staff have valid contracts, amendments, and job descriptions signed and on file at all times
• Prepare required monthly employment documentation in cooperation with the HR and Administration Manager for required governmental reporting 
• Maintain proper HR physical and electronic filing system according to MWH requirements 
• Liaise with MWH’s payroll provider under the direction of the HR and Administration Manager to ensure accurate and complete payroll processing 
• Create orders on employment, termination, vacation, sick leave, and other types of HR requirements as needed
• Develop/review monthly timekeeping reports for national employees and review monthly timesheets for Ukraine personnel
• Create and maintain a vacation schedule
• Complete termination paperwork as required under MWH policies and procedures and local law
• Complete monthly scanning of HR files and ensure that all HR documents are up to date in Box
• Strictly follow internal procedures and local law for recruitment and staff operating in the country

Administrative Functions

• Open, sort, and distribute incoming correspondence and organize the delivery of outgoing correspondence
• Answer the office phone line and ensure messages are directed to the appropriate staff 
• Support logistics team in identifying order needs for office and cleaning supplies
• Oversee the work of local cleaners and other contractors 
• Troubleshoot and direct repair and maintenance of office equipment and furniture, including, printers, projectors, and computers in cooperation with the logistic staff
• Maintain electronic and hard-copy filing system for administrative files
• Respond to and resolve administrative issues and requests 
• Perform other tasks assigned by the HR and Administration Manager, Director of Finance and Grands Management or Chief of Party

Minimum Qualifications

• Bachelor’s degree in a relevant field, including human resources, accounting, business administration, or another related field
• At least three years of project-based HR or operations experience, preferably within the Ukrainian non-profit sector 
• Knowledge of USAID and/or other international donors' operational and recruitment procedures
• Strong attention to detail and ability to work as a team member with minimal supervision
• Ability to organize and develop effective filing systems and manage databases
• Excellent interpersonal, written, and verbal communication skills 
• A flexible and problem-solving approach
• Good computer skills with proficiency in Microsoft Office and Outlook, Zoom, and Skype
• Written and spoken fluency in Ukrainian
• Strong written and spoken fluency in English 

 Preferred Qualifications

• Demonstrable experience supporting HR and administrative functions, including recruitment, onboarding, personnel file management, and office administrative support strongly preferred 
• Experience working with national and/or international NGOs, and/or multilateral organizations is a benefit

How to Apply

Please submit a cover letter and resume in English to Відправити резюме , rolling until filled. Please include “Application for HR and Administration Officer: YOUR NAME” in the subject line. Applications will be considered on a rolling basis. Due to the volume of replies, please do not contact the office directly.

Momentum Wheels for Humanity is an equal opportunity employer. We value a diverse workforce and an inclusive culture. Momentum Wheels for Humanity encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, citizenship, disability, or veteran status. Persons with a disability who are equally qualified for the position will receive first review priority.