Асистент/-ка з адміністрування та кадрів (Admin/HR Assistant North)

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.

Assignment

The Area North HR/Admin Assistant is responsible for managing all administrative and human resource matters for the ACTED Area North team, based in the Kyiv office.

Responsibilities 

1. Onboard new staff and promote and implement ACTED’s code of conduct

• Ensure all HR procedures are implemented according to:
  1. ACTED guidelines and standards;
  2. Minimum standards established by Ukrainian labour law and other relevant legislation.
• Act as a focal point in the induction of new staffin the Area North team, including:
  1. Ensuring all new staff understand ACTED’s code of conduct and core policies, including providing relevant training to staff on these topics;
  2. Ensuring all administrative documents have been properly completed and received by ACTED HR and that all personnel folders are complete;
  3. Ensuring all new staffs have:
     • correctly completed the ID request forms and received an ACTED ID card as soon as possible after arrival; 
     • received an ACTED email address and have access to Teams and Sharepoint;
     • received ACTED issued IT equipment, including a monthly data allowance and understand that these should be used only in connection with ACTED activities and for proper purposes,
• Provider regular refresher training to existing staff on ACTED’s code of conduct and core policies, ensuring these inform and guide all aspects of the Area North team’s daily works.
• Upon request of the Area Coordinator, prepare guidance documents, memorandums or training materials for Area North staff to ensure compliance with ACTED’s policies and all relevant local Ukrainian law considerations.

2. Staff follow up

• Collect attendance sheets, leave request forms and other required forms from the Area North team on a monthly basis and in a timely manner (and follow up directly where such documentation is not provided) – this includes all requisite documentation required for the timely payment of temporary / casual staff for services provided in the previous month.
• Ensure that attendance sheets, leave request forms and other required documentation are correctly filed and maintained securely in the area office in hard copy and in a digital format, meaning all staff records are kept up to date monthly.
• Ensure that all digital files are accurate and up to date in advance of sharing to Capital HR and on / Capital Finance for processing, and be responsible for the timely follow-up of missing information to ensure the payment of salaries and the reimbursement of expenses can be actioned on time each month.
• Maintain vacation and sick leave follow-up table for all area-based staff, and record the working locations of all Area North staff to support in the event of a security incident.
• Contribute to the accurate and timely updates of the central HR Directory, including routinely confirming the accuracy of the information provided in the Directory with all Area North staff.
• Maintain a record of contract end dates and provide advance notice to Area Coordination of the expiry of existing contracts so that next steps can be planned in a time-appropriate manner and prepare contract amendments upon request of Area Coordination.
• Create and maintain a database (by Area North oblast) of temporary staff engaged by ACTED and and their respective skillsets, supporting the swift appointment of such staff as and when required for future projects.

 3. Protection of personal, confidential and sensitive data

• Ensure that only authorised persons have access to HR personnel folders and maintain the content of these folders in a confidential manner at all times;
• Comply with ACTED’s Data Protection Policy in all aspects of the HR Officer’s day to day work and require that other team members also manage all personal data – whether internal or external – in accordance with ACTED’s policy (including applying password protection to files containing personal data).

4. Capacity Development & promoting staff welfare

• Ensure that staff appraisals are conducted on time and in a meaningful manner, in accordance with ACTED policies.
• Maintain a file of appraisal due dates and provide advance notice to Area Coordination (and the relevant technical manager, where applicable) of the date by which appraisals are due for all staff.
• Maintain a training record for all Area North staff, including all key information about the training provided and when – if applicable – any refresher training should be concluded.
• With Area Coordination, identify training gaps for relevant Area North staff and support on the sourcing of relevant training materials (including free online resources that are generally available to the NGO community).

5. Reporting and support on other HR activities

• Prepare monthly HR reports using ACTED standard templates and according to ACTED policies.
• Upon request of the Area Coordinator prepare draft terms of reference for new positions in the Area North team, to support a smooth recruitment and contracting of new staff. 
• Upon request of the Area Coordinator and / or Senior HR & Admin Manager, support on the management of grievance issues or other staff complaints, at all times acting in a respectful and confidential manner.
• Upon request of the Area Coordinator, prepare administrative documents to support staff in field missions to locations outside Kyiv.
• Provide other administrative and HR support as reasonably requested by the Area Coordinator and / or the Senior HR & Admin Manager.

 Experience and skills 

• Relevant degree and 2+ years professional experience working in human resources in Ukraine (including a good understanding of Ukrainian labour law).
• University level education in human resource management will be considered an advantage.
• At least 1 year of experience in the humanitarian and/or development sector (strongly preferred).
• Proven ability to work autonomously and take initiative in the development and implementation of tasks orientated towards staff welfare and staff capacity development;
• Proven ability to work in Microsoft Excel, Word and Outlook.
• Fluency in Ukrainian and a working knowledge of spoken and written English is required (and will be assessed via interview).
• Motivated to work as part of a teamwork in a multicultural environment, requiring flexibility and ability to work to tight deadlines;
• Willingness to travel to other ACTED/IMPACT field offices.

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

Умови:

• Офіційне працевлаштування згідно законодавства України;
• 3 місяці випробувального терміну
• 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;
• Медичне страхування після 3 місяців роботи з ACTED.

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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.”