HelpAge International оголошує конкурс на заміщення вакансії HR та асистента проектів.  Дедлайн - 6 липня 2018 р. (далі - англ.).

Більше вакансій у розділі Вакансії.

Background

HelpAge International helps older people claim their rights, challenge discrimination and overcome poverty so that they can lead dignified, secure, active and healthy lives. HelpAge in Ukraine has responded to the prolonged armed conflict in the eastern parts of Ukraine since 2014, and offers protection services, homebased care and runs community safe spaces for older people and people with disabilities, affected by the conflict and on both sides of the conflict.

Job Purpose

With support from the FSSM, manage and support the HR/Personnel needs of the HAI Ukraine Country Office, ensuring HAI HR Policies and Procedures, relating to personnel recruitment, induction, staff contracts, performance reviews, staff timesheets, contract endings/termination are followed.  The HR/Admin Officer maintains and keeps up to date personnel records and communicates HR Policies and offers support and guidance to HAI staff employment enquiries. The HR/Admin Officer will support the FSSM to undertake appropriate and sensitive investigations in cases where HAI policies may not have been followed by staff.

The HR/Admin Officer has responsibility to support general administration, assets and logistical support needs of the Kyiv Country Office. This entails the following but not limited to; maintaining filing systems for letters and project documents (sent out and received); booking transport for taxis, flights and train services; making hotel/accommodation bookings for HAI staff and visitors; sorting and ensuring invoices/requests for payments are provided to finance; maintaining the HAI Asset register. Other admin/logistical duties may be assigned by the FSSM as needed and contacted to the role as HR/Admin Officer.

HR Duties (45%):

Recruitment & Contracting (10%):

• To advise management on the application of Labour law and HelpAge Human Resources policy as required, and to actively support management on applying these in recruitment.
• To provide support to managers on recruitment for national staff teams - this will include drafting a job profile, advertising; shortlisting and interviewing.
• Prepare contracts and change of contract letters.

Personnel Management & Records (35%):

• Ensure recruited staff have appropriate contracts and personnel files to hold all related supporting documents (CVs, Contract, Code of Conduct and other signed policies, timesheets, leave records, performance reviews, disciplinary actions etc..).
• Track staff contract expiry dates and support managers with contract renewals if necessary.
• Ensure all staff submit their monthly timesheets and verify complete and signed by supervisors.
• HR documents for HAI staff (collect requests for annual leaves and other HR data from employees, ensure proper handover HR documents between HAI offices upon request)
• To verify correctness of all staff payments i.e. overtime, medical, or any other staff entitlements before goes for final approval.
• Follow-up with line managers and supervisors on completing staff performance reviews.

Administrative Duties (55%):

General Admin (30%): (at all times, required to apply/follow related HAI Policies)

• Be the focal point for all office running and administrative issues and liaise with a range of staff/teams to ensure smooth operations.
• Support and maintain proper filing of Programme Documentation (Originals and Photocopies).
• Maintain “Official” Correspondence Files for tracking and allocating Letter Reference IDs.
• Provide general admin support as requested by HelpAge staff relating to official programme needs.

Logistics/Procurement (15%):

• Provide support for the procurement of travel and lodging needs of HelpAge staff and visitors to the country office.
• Ensure Kyiv Office has sufficient “Office” supplies and maintain a record of stock items.
• Maintain Asset/Inventory Records of all HelpAge equipment and office furniture.
• Support the documentation for contracts relating to the office, expat housing and other related contracts (utilities, internet, mobile phones, IT support etc..).

Asset Management (10%):

• Ensuring that all HAI equipment e.g. telephones, air conditioners, photocopier, faxes, printers, etc. are maintained in good conditions.
• Ensure a proper utilisation and maintenance of assets, manage efficiently the INs and OUTs of the stationeries.
• Ensure that handover of assets are properly documented.
• Consolidate the program asset management file.
• Perform inventories as per request of supervisor.
• Purchase consumable supplies and stationeries and maintain stocks.

Other

• Undertake other HR/Admin related duties assigned by the line manager.

Personal Specifications

Skills

• Skills in maintaining and updating filing systems.
• Good command of spoken and written English, Ukrainian and Russian.
• Proven organizational and record keeping skills.
• Good interpersonal and communication skills.
• Strong computer skills (Excel, Word, Internet).

Knowledge and experience

• Previous experience in HR/Personnel services/supporting role.
• Practical knowledge/understanding of Ukraine Labour Laws.
• Experience of working in an international organization.
• Good experience in logistics and administration tasks.
• Ability to maintain confidential information

Please, send your CV and Cover Letter in English to: 

[email protected] with subject “applying to the position: HR & Administrative Officer”

Closing date for application: July 06, 2018, 6:00pm (Kyiv time)

HelpAge International is an equal opportunities employer.

HelpAge International is committed to providing our staff with continuous professional development, flexible working and opportunities to thrive within an inclusive and diverse environment. As part of our commitment to promoting gender diversity, we are a member of the Business in the Community gender campaign.