HR Coordinator

Organization: Polish Humanitarian Action (PAH), a Warsaw-based international NGO
Position: HR Coordinator
Location: Kyiv, Ukraine
Job Type: Full-time, labour contract
Start Date: ASAP
Duration: 12 months (with 3 months’ probation period included)

About PAH

Polish Humanitarian Action (PAH) has provided humanitarian and development assistance worldwide since 1992, with projects spanning over 46 countries. Specializing in Water, Sanitation, Hygiene (WASH), Food Security, Livelihoods, Nutrition, and Education, PAH is dedicated to the sustainable development of regions impacted by conflict and disasters. Since 2014, PAH has been active in Ukraine, providing humanitarian aid to vulnerable populations. PAH’s programs now also focus on development interventions, supporting sustainable livelihoods and recovery for those affected by the ongoing conflict.

For more information, please visit www.pah.org.pl.

Position Summary

The HR Coordinator will manage and support all HR functions, with a focus on recruitment, employee engagement, compliance, and personnel administration. Working closely with department heads, the HR Coordinator will ensure that PAH’s HR practices in Ukraine align with organizational goals and Ukrainian labour legislation, fostering a positive and compliant workplace culture.

Key Duties and Responsibilities

1. Recruitment and Talent Acquisition

• Develop and implement strategic recruitment plans to attract top talent aligned with organizational values.
• Manage the full recruitment lifecycle, including job postings, resume screening, interviews, and offer negotiations.
• Innovate sourcing strategies (e.g., social media recruiting, job fairs) to build a diverse candidate pipeline.
• Collaborate with department managers to assess hiring needs and tailor recruitment strategies accordingly.
• Enhance employer branding by promoting PAH’s mission and culture in recruitment materials and during interviews.
• Build relationships with universities, industry groups, and other networks to support recruitment efforts.
• Track recruitment metrics, such as time-to-hire and cost-per-hire, to optimize processes.
   

2. Employee Engagement and Retention

• Develop and implement employee engagement initiatives to enhance job satisfaction and retention.
• Address employee concerns and expectations in collaboration with managers, fostering open communication.
• Coordinate diversity and inclusion initiatives to promote an equitable and inclusive workplace.
• Organize team-building activities and staff retreats to boost morale and teamwork.
• Act as a liaison between employees and management, supporting welfare and organizational objectives.

3. HR Compliance and Personnel Administration

• Maintain accurate personnel records and manage employment changes in the BAS software system.
• Ensure compliance with Ukrainian labour laws for hiring, transfers, and terminations.
• Submit necessary personnel information to government authorities in line with regulatory requirements.
• Oversee the registration and tracking of employee leave, sick days, and other absences.
• Facilitate onboarding by familiarizing employees with HR policies, labour regulations, and job descriptions.
• Support compliance in document preparation for internal and external audits.

4. Policy Development and Conflict Resolution

• Develop, review, and update HR policies and procedures to adapt to organizational and legal changes.
• Provide guidance on employee relations issues, promoting a harmonious work environment.
• Offer conflict resolution support, helping to resolve interpersonal or departmental issues.
• Participate in fostering a positive organizational culture through engagement and climate-building activities.

5. Data Management and Reporting

• Track and report on HR data, including recruitment, turnover, and employee engagement metrics.
• Prepare regular reports for the accounting and management teams, as needed.
• Ensure proper archiving of HR documents in compliance with organizational policies.

Qualifications

• Education: Master’s degree in human resources, Business Administration, or related field.
• Experience: Minimum of 5 years in HR, with at least 1 years [TP1] in an international or local NGO setting.
• Skills:
  • Communication: Fluent in English and Ukrainian, with excellent verbal and written skills.
  • Technical Proficiency: Experience with BAS[TP2]  or similar software (SAP) and MeDOC systems; proficient in Microsoft Office.
  • People Skills: Strong conflict resolution, analytical, and organizational abilities.
  • Confidentiality: Ability to manage sensitive information with discretion and professionalism.
  • Independence: Initiative-taking approach to work, able to manage tasks independently.

What PAH Offers

• Experience working with one of Central-Eastern Europe’s largest NGOs.
• A dynamic and motivated team environment.
• Opportunity to contribute to impactful humanitarian and development programming.
• Competitive salary and benefits.

Application Process

If interested, please submit the following in English:

• Curriculum vitae (max. 2 pages).
• Cover Letter outlining relevant experience.
• Availability for the position.

Please note: Due to the urgency to fill this position, PAH reserves the right to recruit before the deadline.