Admin/HR Manager

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 43 країнах.

Responsibilities 

1 Staff Follow-Up

• Maintain staff records and effective HR databases; monitor contractual status of staff.
• Payslip management - ensure all acts are printed and approved. Follow up with the Admin/HR staff and ensure that they are signed by the staff and filed on monthly basis; 
• Coordinate collection, scanning and keeping of attendance sheets, leave request forms and other required forms from the area offices on a monthly basis;
• Ensure maintaining vacation and sick leave follow-up table for area staff;
• Ensure that field staff appraisals are regularly made, as per HR Manual;

2 Coordination of HR work for the Capital offices

• Ensure HR processes are implemented – notably annual Code of Conduct/Policy trainings, staff appraisals, training planning, disciplinary processes.  
• Managing area staff’s personnel profile both hard and soft document like recommendations, employment contract, HR requisition documents to ensure those documents are filed and entered properly.
• Provide a technical support, supervise and guide the Admin/HR staff on Admin/HR matters;
• Ensure all staff are aware of the HR and Administration procedures, train staff accordingly;
• Conducting HR Meetings;
• Checking recruitment, onboarding, and exit procedures in area offices;

 3 Legal

• Keep updated on local legislation related to administrative and HR issues;
• Make sure ACTED processes and Staff Internal Regulation comply with national legal requirements;
• Making sure the legal requirements with regards to employment of disabled employees quota is observed.

4 Reporting/Communication

• Support the Senior Admin/HR Manager in the relations with administrative and public authorities;
• Ensure any monthly, quarterly, biannual or annual HR reports submitted to local authorities as per Ukrainian legislation;
• Participating in audits and revisions;
• Assist for any HR issue, Coordinators and Managers.

 5 Human resources 

• Ensure compliance of HR policies, Internal Staff Regulation, tools and procedures with the legal frame.
• Conduct a legal watch of all aspects regarding HR and keep the Senior Admin/HR Manager updated.
• Support Senior Admin/HR Manager in development and implementation of Internal Staff Regulation and any other HR policies;
• Taking active part in the development and update of HR policies and procedures;
• Plan regulary filed visits to conduct any needed trainings to the field Admin/HR staff;
• Provide advice and recommendations on disciplinary actions.
• Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services, update staff leave planner.
• Make sure Internal Staff Regulation and any other HR Policies, templates, tools are well understood and followed by national staff. Conduct trainings on Policies and Regulations.
• Ensure the storage and timely archiving of area staff HR personal files;
• Recommend any new templates, tools, forms to improve HR processes filled by leaving staff and signed by Coordinators/Managers and handover done properly before the end of the contract.
• Ensure hiring process and dismissal of the staff done as per Ukrainian Labor code (internal orders, payments, documentations etc.). Be a focal PSEA person when assigned by HR and ensure the confidentiality of received information.
• Perform any other related activities as assigned by Senior Admin/HR Manager.

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд зарплат;
• 28 календарних днів відпустки на рік;
• Дружня мультикультурна команда;
• Комфортний офіс у центральній частині міста;
• Кар'єрний ріст;
• Медичне страхування після випробувального терміну (3 місяці).

_______________________________________________________________________________________________

“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”