HR&Administration Officer

Overall job purpose

The HR Officer, working closely with the Finance Coordinator, will support the country programmesto manage, develop and administer policies and programs covering several but not limited to thefollowing: recruitment, wage and salary administration, training, employee relations, and benefits. He/she will work closely with the HR & Admin Coordinator to develop plans and strategies to meetorganizational requirements and ensure that program policies and practices comply with applicablelaws and regulations. Additionally, s/he will be responsible for recording and updating the training,motivation, and evaluation of employees to meet Johanniter Ukraine strategic goals andobjectives.

Tasks

Strategy and Vision

- actively supports the values of Johanniter and shapes work accordingly;
- contributes to the development and implementation of the global strategy of JohanniterInternational Assistance.

HR Management? 

- process, verify, and maintain documentation relating to personnel activities such as staffing,recruitment, training, grievances, performance evaluations, and classifications;
- suggest advertising sources. Assist in writing and recommend placement of job advertisements in various media according to needs;
- interpret and provide guidance and instruction to sub office teams on HR processes, policies,workflow, and work unit priorities; 
- provide employees with information about policies, job descriptions, working conditions,wages and opportunities for promotion and employee benefits;
- plan and conduct new employee orientation to foster positive attitude toward organizationalobjectives;
- conduct reference and background checks for new hires and discuss results with HR &Admin Coordinator;
- assist in the review and development and implementation of new and existing HR policiesand procedures;
- serve as a link between the HR team and employees by handling questions, interpreting andadministering contracts, and helping to resolve work related problems;
- when applicable, contract with vendors to provide employee services such as health and lifeinsurance etc.;
- identify training and development opportunities using staff performance and developmentplans as a standard and working with Unit Heads;
- process employee requests for external trainings while complying with policies and Procedures.

Recruitment

- co-ordinate the preparation of recruitment schedules for positions;
- responsible for contacting short listed candidates and any follow up as necessary;
- coordinate the preparation and make available all relevant materials for position interviewsi.e. job descriptions, interview questions and all materials necessary for the interview.

Onboarding and Orientation

- in liaison with position supervisor and other department heads, coordinate the preparationand implementation of orientation schedule for new staff;
- responsible for ensuring that new staff completes all relevant documents for the personnelfile;
- responsible for making workspace and work tools arrangement for new hires working withthe logistics team;
- responsible for coordinating relocation allowances for new and existing hires.

Contract Management and legal requirement management? 

- manage contracts of Johanniter through initiating initial contracts of employment, monitorand track all contracts and ensure that extensions are done on time as necessary, issuingrenewal notices/ non–renewal notices based on the organizational needs; 
- maintain personnel files and HR documentation ensuring that all personnel information is onfile (signed contracts, staff, and dependent(s) data, PHF (Personal History Form), and copyof all expatriate staff documents. Maintain HR database, and prepare regular (monthly)staffing/HR reports; 
- organize the obtaining of work permits, visas, ID Cards, business cards, alien registration,and other pertinent documentation for expatriate staff and all visitors from HQ and Maintainaccurate headcounts across the organization; 
- follow up on the registration renewal of the organization with various Government ministries; 
- follow-up of staff dossiers in terms of NSIF dossiers of each employee and do monthlyreconciliations of the NSIF database and report to the Finance/HR Coordinator every month; 
- ensure that staff payslips are signed monthly and filed together with copies of the payroll inthe HR files and all the timesheets are collected from all staff and filed.

General HR and Administrative function

- ensure the implementation and maintenance of the filing systems for staff by ensuring thatstaff files are up to date, that proper documentation procedure was followed, and to ensurethe HR team conducts a regular audit of the same;
- ensure pro-active, regular, and relevant communication flow within the HR department andother departments/ units; 
- administer Johanniter database/payroll, and initiate payroll related transactions ensuring thatprocessing of the payroll is completed and submitted to the finance department forpayments/transfers by the 25th of every month; 
- compile, manage and maintain an annual leave planner for all national staff with quarterlyupdates as well as manage and update leave and R&R records for expatriate staff ensuringthat all records are in the files for any future references;
-supervise the cook and cleaner of the guest house and the cleaner in the office, makingprovision of items in both premises monthly and ensure that the guesthouse is fully functionaland clean at all times and all essential supplies are available in stock.

Person Specification 

Professional Qualification and Experience:? 

- bachelor’s Degree in Human Resource Management or Business Administration from arecognized University;? 
- at least two (2) years of professional experience in Human Resource Management, and ormanaging administration staff in INGO, especially in Ukraine.

Skills:? 

- ability to effectively use standard office software, such as MS Office (Windows, Word,Outlook, Excel, Exchange), etc. Ability to use software and other information systems anddatabases to insert data, make inquiries, retrieve/define ad hoc reports, and analyses andedit results in an appropriate format; 
- office Management Skills: Systematic, well-structured, and efficient approach to workassignments. Analytical ability, accuracy, and consistency. Exercise diligence and care indealing with records and expenditures? interpersonal; 
- Communications and Teamwork Skills: The incumbent must possess acooperative spirit, flexibility and openness to work in an international environment and tact,and the ability to establish and maintain effective working relationships with people ofdifferent national and cultural backgrounds; 
- fluency in English. Knowledge of local languages will be an added advantage.

Benefits

- Health insurance;
- Office in center metro Ukrainian Heroes(3 minutes) or Teatralna(8 minutеs);
- Official employment;
- Competitive salary and benefits;
- Opportunity to contribute to humanitarian work; 
- Travel reimbursements and per diem from  office to areas of implementation;
- Interviews done on rolling basis and can be finalized prior to the closing date;
- Salary payment 2 times a month;
- Salary will be according to Johanniter salary grid.