HR Officer (HR administration specialist)

General Responsibilities 

• Adhere to Norwegian People’s Aid (NPA) Global HR Policy for national staff, NPA Country Office HR policies and procedures, and the national law. 

• Assist in HR/FIN-related queries, ensuring that national Laws and regulations are thoroughly followed.  

• translations from Ukrainian to English of NPA documents, Government letters/documents, or general administrative matters as tasked by the line manager. 

 Specific duties  

• Facilitating the hiring process, including developing job descriptions, preparing Employment packs for new employees (contract preparations and preparations of all employment-related documents),  

• Providing organizational information to all newcomers and introducing them to NPA HR policies and procedures and local regulations.  

• Preparation of all types of contracts for all NPA local staff (training and employment contracts, as well as short-term engagements), ensuring that all contracts are in line with national Law and regulations and NPA policies  

• Ensuring that every personnel file has an archived copy of the national ID card, job application, CV, contract of employment, code of conduct, training records, records on disciplinary actions, appraisals, leave records, as well as emergency contact records.  

• Managing the leave system and keeping accurate HR records (timesheets, sick and other leaves, preparing HR orders according to the Labor Code requirements; Orders registration and systematization; accepting from employees Written applications; registration and systematization, etc.) 

• Collect monthly timesheets (TSs), ensuring that all are signed by superiors and employees in accordance with NPA and donor policies.  

• Preparing all training, ensuring that proper documentation and records are achieved for all training, courses, and workshops.  

• reparation, development and delivery of internal trainings, courses and workshops on NPA Safeguarding, Code of Conduct and Gender and Diversity policies. 

• Filling daily cash book, physically and electronically. 

• Ensuring that cash box balances all the time match the amount found in cash box during regular or surprise petty cash count. 

• Timely submit all cash book documentation and payments to the Finance Officer, including the cash book balance, in writing and electronically. Submitting is done on the last working day of the week for the previous week and the last working day of the month for the remaining cash payments. 

• Report to superiors any irregularity noticed in the documentation submitted for the claim. 

• Assisting and supporting in HR daily routine (registration Logs and Journals of employees; Employee’s internal ID);   

• Assisting with external partners: Health Insurance companies; state authorities (Employment centers, Military Commissariat, state medical clinics, etc.).   

• Assist in any other unforeseen tasks related to HR and Administration and as required by the line management.  

Required qualifications: 

Must have: 

• University degree/diploma in a relevant subject. 

• Knowledge of labour legislation and the ability to apply it.

• Mother tongue in Ukrainian. 

• Intermediate English language skill - both written and spoken. 

• Proficient in Microsoft software skills (Excel and Word is a must). 

• Proficient in BAS (or 1C, ZUP)

Experience: 

• Minimum two years of experience within HR administration (preferably but not exclusively within the humanitarian sector) 

• Previous work experience in insecure environments and able to work effectively under difficult conditions. 

Personal Competencies: 

• Strong communication and interpersonal skills.  

• Systematic and organised in approach, including accuracy, consistency, and attention to detail, tenacity, and the ability to work under pressure. 

• Ability to meet deadlines and work calmly under pressure with limited supervision.