Старший/-а менеджер/-ка з адміністрування та кадрів (Senior 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

Recruitment and Onboarding:

• Follow up with the respective managers for the Staff Recruitment Request and ensure that the form is filled correctly and approved appropriately by the relevant Departments before a position is opened
• In collaboration with the Heads of Department, execute proper staffing plans to ensure effective implementation of projects.
• Through ACTED open and transparent recruitment policies and procedures, ensure that all locally managed recruitments are conducted in an effective and timely manner.
• Ensure all staff are working under a proper working contract, Terms of References and ensure that staff’s terms match the Labour laws as well as ACTED internal Manuals.
• Supervising the accuracy of the vacancy announcements.
• Support the HR team in recruitment cycles to fill vacancies for the area Offices.
• Organization of onboarding of newcomers.

Staff Follow-Up

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

Coordination of HR work in all Areas.

• To provide a technical support, supervise and guide the Admin/HR Assistants on Admin/HR matters;
• To ensure all staff are aware of the HR and Administration procedures, train staff accordingly.
• Maintain up to date training tracking table.
• Participating Weekly Area Meetings
• Checking recruitment, onboarding, and exit procedures in area offices
• Ensure HR processes are implemented – notably annual Code of Conduct/Policy trainings, staff appraisals, training planning, disciplinary processes.  
• Support Base Managers with any HR issues or problems.

 Legal

• Keep updated on local legislation related to administrative and HR issues.
• Make sure PUI processes and Staff Internal Regulation comply with national legal requirements.
• Support the communication with the lawyer regarding contracts and administrative issues.

 Reporting/Communication

• Ensure any monthly, quarterly, biannual or annual HR reports submitted to local authorities as per Ukrainian legislation. 
• Regularly check with local agencies on any new HR reports. Make sure reconciliation statement done with all local agencies and none of the HR reports pending. 
• Resolve any HR issues, Coordinators and Managers.

 Human resources 

• Organising the HR training by identifying the training opportunities for the staff.
• Follow and update national staff training data base.
• Ensure compliance of HR policies, Internal Staff Regulation, tools and procedures with the legal frame.
• Conduct a legal watch of all aspects regarding HR.
• Develop and implement Internal Staff Regulation and any other HR policies.
• Carry out a study of the cost of living and the job market.
• Manage the housekeeping staff.
• Take care of obtaining the documents needed for the legal residency of the expatriates staff in Ukraine, such as insurance, temporary residency permit and registration / unregistration.
• Plan regulary filed visits to conduct any needed trainings to the field Admin/HR staff.
• Provide advice and recommendations on disciplinary actions.
• Provide basic counseling to staff who have performance related obstacles.
• Recommend solutions to resolve chronic attendance difficulties.
• 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.
• 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.).
• Performing other related duties as required.

Умови:

• Офіційне працевлаштування згідно законодавства України;
• Конкурентна офіційна заробітна плата, визначена тарифною сіткою ACTED;
• Регулярна оцінка роботи та підвищення заробітної плати;
• 28 робочих днів оплачуваної відпустки на рік;
• Дружня міжнародна команда професіоналів;
• Можливість розвитку кар'єри;
• Медична страховка після 3 місяців роботи з ACTED.

Увага! Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов'язані надати військово-облікові документи та оновити свої військово-облікові дані.

Attention! Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

Подача заявки:

Зацікавлені кандидати повинні надіслати резюме англійською aбо українською мовою вказавши в темі листа посаду, на яку претендують (повідомлення без вказання посади не розглядатимуться). Тільки вибрані кандидати будуть запрошені на співбесіду. ACTED — роботодавець рівних можливостей.

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“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.”