Admin/HR Officer

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.

The HR/Admin Officer is responsible for managing all administrative and human resource matters for the ACTED Area East.

Responsibilities:

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

• Ensure all HR procedures are implemented according to:

       a) ACTED guidelines and standards;

       b) Standards established by Ukrainian labour law and other relevant legislation.

• Act as a focal point in the induction of new staff in the Area East, including: 

       a) Ensuring all new staff understand ACTED’s code of conduct and core policies, including providing relevant training to staff on these topics; 

       b) Ensuring all administrative documents have been properly completed and received by ACTED HR and that all personnel folders are complete; 

       c) 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.
• Management of the recruitment process in the East Area according to ACTED procedures

2.  Staff follow up:

• Collect attendance sheets, leave request forms and other required forms from the East Area staff 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 East Area 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 East Area 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 East Area 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 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.
• Data entry from the East Area employee attendance sheets into payroll. 
• Regular updating and actualisation of data of employees of the East Area in the payrolls.

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 East Area staff, including all key information about the training provided and when – if applicable – any refresher training should be concluded.

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 line manager, support on the management of grievance issues or other staff complaints, at all times acting in a respectful and confidential manner.
• Prepare administrative documents to support staff on field missions.
• Provide other administrative and HR support as reasonably requested by line manager.
• Perform other duties as requested by line 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).
• Ability to work autonomously and take initiative in the development and implementation of tasks orientated towards staff welfare and staff capacity development;
• 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;

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;
• 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.”