HR and Conscription Officer

WeWorld Background: 

WeWorld is an Italian INGO working across 27 countries globally and a member of ChildFund Alliance (CFA), with extensive experience in implementing multi-sectorial emergency responses (e.g., Syria, Palestine, Haiti, Mali, etc). In Ukraine, WeWorld has been providing multi-sectoral lifesaving assistance since March 2022 in Lvov, Kyiv, Kharkiv, Kherson, Mykolaiv, and Odessa oblasts, as well as in newly liberated areas along the frontline, leveraging existing partnerships and capacity to timely identify and respond to the most urgent humanitarian needs. 

Job Title: HR and Conscription Officer

Duty Station: Kyiv 

Key Responsibilities:

Administration

• Leads the Recruitment process of new staff. Receiving the ToR from the department requestor and start the process of job posting. Follow up the candidates and keep track of the CVs and Cover Letters. Scheduling the test and interviews. Inform about offers and recruitment status to the candidates.
• Creates the employees’ contracts based on the Salary Scale, ToR and Ukrainian Labor Law, under the supervision of the Country Representative and Country Finance Manager.
• Assists and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances. Keeping track of the documents supports.  
• Supports in any reimbursement requested by the employees. 
• Ensures good archiving system. Scanning and archiving the staff documents and other files using the current archiving system (hardcopies and softcopies). By recording and control the hiring process, termination, change in job descriptions, and merit increase dates as well as tracking vacation, sick, personal time and other. 
• Checks whether new employees have military registration documents, fill out updates correctly, etc.
• Organizes the receipt of documents confirming the criticality status of the enterprise;
• Processes the reservation of persons liable for military service for the enterprise for the period of mobilization and martial law;
• Cooperates with the TCC (written notification of the hiring of a person liable for military service, preparation for and passing inspections, etc.)
• Advises employees and the company's management on military registration legislation.
• Provides orientation for new employees by providing information packets, reviewing organization policies, gathering withholding and other payroll information, explaining benefit programs, and obtaining signatures for documents.
• Tracks HR actions by completing vacancies, forms, reports, logs, and records.

Finance

• Acts as HR focal point; 
• Checks that HR payments documents are complete, correct and compliant with the rules, regulations and procedures;
• Provides information, explanations and guidance on basic HR rules and procedures;
• Ensures that the HR records and corresponding justifications are complete and properly filed.

General activities

• Supports and delivers any HR related documents to the Outsourcing Provider for the Human Resources, Accounting and Tax for the correct report to the State institutions and others controllers. 

Preferred Qualifications and Skills:

• University degree in HR, Accountancy, Business Administration, Commerce/Finance, or a related field from accredited academic institution, with 2 years of relevant professional experience in HR; or
• Corses or Diplomas in HR with at least 4 years of relevant professional experience in HR. 

 Experience

• Knowledge of relevant HR/conscription/reservation discipline is a must.
•  Previous work experience in international humanitarian organizations, non-governmental or governmental institutions/organizations in a multicultural environment is an advantage.
• Knowledge of military accounting legislation
• Experience establishing and monitoring internal control procedures to prevent fraud and mismanagement.
• Experience monitoring compliance of institutional financial policies and guidelines.
• Proven ability to maintain confidentiality.
• Administrative and time management skills.

 Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;
• Excellent level of computer literacy especially in Excel and Windows Package.
• Impeccable track of timely service delivery.
• Strong ability to plan work ahead and respect deadlines.
• English proficiency is highly desirable and is an advantage.

The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager.

 The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologize in advance and will only respond to profiles suitable for the position.

Please send your CV and Resume Letter in English (max. 1 pages) by email to Відправити резюме with objective> HR and Conscription Officer_Kyiv, no later than September 22nd   2024 at 23;59 Kyiv Time.