Duties:

• Collaboration with the Ukraine Program Director, Europe Executive Director, Europe Head of Platforms, and Europe HR Lead to implement an HR strategy that is in line with the organization’s country and regional goals and objectives.
• Lead the development and implementation of HR & Admin systems in collaboration with Alight’s global support team.
• Coordinate HR management oversight and leadership for our team, including consultants and volunteers throughout the region.
• Work with the Ukraine Program Director, Europe Executive Director, Europe Head of Platforms, and Europe HR Lead to identify growth opportunities for Ukrainian team. Identify appropriate training opportunities, internal and external, formal, and informal, to enable all Alight teams to broaden and develop their professional skills.
• Coordinate and lead the hiring process, including full-cycle recruitment for all positions, ensuring Alight’s brand and high-touch approach is experienced by all candidates.
• Develop and maintain an effective orientation package and ensure new team members are appropriately orientated to the organizational culture and role specifications in a timely manner.
• Develop a future HR manual for Ukraine HR & Admins operations.
• Coordinate with Alight Ukraine’s Psychologist to support the wellbeing of team members, especially front line / direct service providers.
• Manage personnel contracts and renewals.
• Monitor the local labor law requirements/changes and update HR procedures and processes accordingly.
• Ensure Alight is in compliance with all local labor and taxation laws, and minimization of legal exposure.Advise on HR policies regarding equal employment opportunities, compensation and employment benefits.
• Advise and coordinate with contractors on appropriate resolution of contractor relations issues and/or disciplinary action.
• Manage and administer benefits programs, coordinate the personnel administration processes.
• Coordinate payroll issues with Finance department (working in the online client bank system (paying salaries for Ukraine team and other payments).
• Work with lawyers and accounting firms for any support and guidance related to HR issues, administrative functions of the organization, and any administrative support guidance required for Finance or Operations.

Duties:

• Overseeing the regular review and rolling out of HR policies, employment policies and procedures in compliance with PAH standards and national labor law;
• Coordinating the recruitment processes, managing the onboarding and training schedules for new staff, setting up trainings & development for staff;
• Preparing and managing employment contracts and agreements for staff;
• Preparing the allocation of salaries for local and field staff according to the donor`s budgets;
• Maintaining Mission’s HR Plan, contributing in the HR part of new proposals’ budgets;
• Developing and implementing the staff performance evaluation system (staff appraisal);
• Ensuring complete and accurate documentation of all operational processes;
• Providing visa support for expatriates;
• Cooperation with external auditors and supervision bodies;
• Organizing team building, retreats and other events for mission staff; Preparing and managing all employment and service contracts, as well as contracts with the suppliers (including all necessary annexes), monitoring contract’s expiration periods;
• Preparing acts of acceptances in relation to the signed contacts;· Salary calculation for the staff (all type of contracts);
• Control over the administrative costs of the field offices;
• Supporting arrangement of travel for local, field, HQ staff;
• Concluding agreements related to the office and apartment rent, their timely extension.

Duties:

· Maintaining all procedures and systems for financial management and control in the HAI Office, ensuring compliance with national legislation, HAI and donor requirements, supporting during internal and external audit, maintaining HAI accounting system for the recording of all financial information in line with HAI internal procedures and donor requirements, assisting in the preparation of interim and final donor reports, as requested by the Finance Manager;

· Bank and Petty Cash management (monitoring cash flow, ensuring that regular and accurate transfer requests are made; checking and verifying payment supporting documents, including coding,authorization level, validity, and sufficiency; managing bank transfers and link with banks on cash issues; collecting bank statements and perform bank reconciliations; supporting HelpAge staffs with getting bank cards to facilitate payroll process; managing the petty cash according to organizational and country rules and regulations; cash transfers to the field & reconciliation of transfers at month end; management and following up open advances).

· Maintaining the filing system on a daily basis, including scan and filing of supporting documents; maintaining effective administrative procedures and systems in the office, ensuring compliance with HAI requirements.

· Supporting the Finance and Admin Coordinator on monthly consultants’ payroll preparation; ensuring that all consultants and volunteer contracts are up-to-date, supporting the Finance Manager on maintaining leave and sick records of the staff; assisting in all HR-related activities).

· Stablish and manage efficient and accountable systems for procurement, stock management, transportation and distribution during the project implementation.

Duties:

· Checking bills, invoices, and ensuring the complete documents before payment, approval with clear and specific charging notes; and ensure whether or not the policies, procedures and guidelines including specific grant/donor requirements are followed;

· Initially review and check that disbursement/payments to payees are based on duly approved documents;

· Make sure that all payments are supported with appropriate back–up documents;· working in collaboration with logistic and program departments to collect original documents for executed payments;

· Work with the partner organizations and checking their finance reports· assist finance department in daily bookkeeping tasks;

· Maintain proper filing system for the cashbook, transaction vouchers and other financial documents;

· Ensure account receivables and payables activities are performed accurately and timely;

· Iidentify and resolve invoicing issues, accounting discrepancies and other financial related issues;

· Update financial records with recent transactions and changes.

Duties:

· Beneficiary database preparation, correction and follow-up;· Setting up of contacts with municipality representatives for the purpose of distribution of humanitarian aid;

· Support and cooperation with other teams and departments (logistics, security, finance, M&E, warehouses, etc.) in dealing with various administrative tasks (redirection of calls, correspondence, meeting scheduling, etc.;

· Preparation of the necessary documentation for distribution of humanitarian aid (contracts for donation, distribution lists, official letters for municipality representatives etc.);

· Coordination of field team activities and direct participation in the process of distribution of humanitarian aid;

· Preparation of monthly, quarter and semiannual distribution plans;

· Participation in tender commission and quality assessment of samples;

· Mobilization of team members in collecting, analyzing and developing;· Insurance of cooperation with community-based organizations.