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Human Resources and Operations Officer

Chemonics is seeking a Human Resources and Operations Officer for the Partnership Fund for a Resilient Ukraine. The Partnership Fund for a Resilient Ukraine is a multi-year, multi-donor funded programme managed by the UK’s Foreign, Commonwealth and Development Office (FCDO). The aim of PFRU is to strengthen the resilience of the Ukrainian government, economy, media and the Ukrainian civil society by delivering essential resilience project support to the relevant partners.

The Human Resources (HR) and Operations Officer will ensure that all human resources and operational aspects are implemented in form and substance consistent with FCDO regulations, Chemonics’ contract, Ukrainian law (where appropriate neighbouring country law), and Chemonics’ policies and internal controls. He/she oversees HR and operations (including offices, transport and warehousing) policies, systems, and procedures to ensure that the programme’s HR’s systems and operations systems are consistent with Chemonics’ high standards and are in accordance with local labour laws, and FCDO regulations.

Responsibilities:

Human Resources (HR):

  • Oversees and manage full cycle recruitment process in compliance with established procedures and regulations including but not limited to creation of job descriptions and interview questions, shortlisting and pre-screening candidates as well as reference checks, and negotiating offers of employment.
  • Reviews and verifies previous work and salary history for accuracy prior to Operations and Finance Manager or senior leadership making an offer.
  • Updates and create new templates and processes as they relate to the recruitment function.
  • Confirms all new hire paperwork is submitted and personnel files are complete and compliant with Chemonics policy, local labour laws, and FCDO regulations.
  • Manages all onboarding processes including first day orientation.
  • Ensures new hires are provided with adequate training regarding the project and relevant Chemonics policies to perform the job to the best of their ability and are assimilated into Chemonics culture.
  • Ensures all staff are trained on, and are familiar with, timesheet procedures and policies and timesheets are submitted on time with the correct approvals.
  • Ensures personnel and recruitment files are maintained according to the requirement, ensure confidentiality and safety of the data.
  • Works closely with Operations and Finance Manager or assigned supervisor on communication to staff and labour law compliance and help to ensure a positive and thriving work environment for all staff.
  • Collaborates with other projects in country to ensure consistency in policies applied in the policy manual.
  • Assists with negotiations and liaises with benefits vendors to ensure compliance and best value for our staff.
  • Maintains strong relationship with the labour attorney to mitigate risk to organization and advocating for the employee and client rights. Manages and administers benefits according to appropriate plans and labour laws requirements, bringing any requirement changes or suggestions for improvement to Operations and Finance Manager or assigned managers attention.
  • Communicates changes or new initiatives to staff through supervisor.
  • Ensures project compliance with local labour laws by conducting regular audits and keeping updated on local labour laws and HR best practices.
  • Advises on disciplinary process ensuring all actions taken comply with local labour laws and Chemonics policies, and loop in appropriate UKD Office department if necessary.
  • Ensures employee manual is up to date, communicate changes when applicable.
  • Manages probationary period and annual assessment process and ensure procedures are communicated and followed
  • Serves as subject-matter expert in HR management and advises on HR actions to mitigate risk and protect the project and Chemonics.
  • Fosters and demonstrates a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations.
  • Works with employees and supervisors to prevent and/or resolve employee relations issues in coordination with UKD office.
  • Ensures all HR management practices conform to the projects and Chemonics’ policies, best practices, FCDO rules and regulations, and the local labour laws.

Operations:

  • Bears overall responsibility for operations tasks noted below and makes recommendations for improvements to project operations.
  • Monitors administrative activities and ensure that project practices are in line with the policy and procedures manual.
  • Maintains a complete and thorough inventory of all property in the project offices.
  • Assists in the provision of rapid, efficient, and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of country, and injuries to employees during working hours.
  • Ensures that the photocopier and other office equipment is well maintained, operating properly and ensure adequate supply of consumables. Ensure that all vendors are honoring maintenance contract terms.
  • Procures and maintains system of tracking and disbursement of office supplies to ensure availability and accountability.
  • Maintains a complete and thorough inventory of all property of the PFRU project.
  • Manages the local insurance contracts (health, personal accident, and property).
  • Overseas travel arrangements, clearances and hotel reservation for all short-term consultants traveling to the field except for UKD.  Airline travel will be conducted by the UKD project management unit.
  • Ensures the security, safekeeping, and maintenance of all programme property located on any of the office premises of the Ukraine PFRU programme.
  • Maintains petty cash fund (if needed).
  • Performs other duties as assigned by supervisor and Deputy Team Leader or equivalent.

QUALIFICATIONS:

  • Bachelor’s degree in Human Resources and/or administration equally relevant field preferred.
  • Minimum of four years’ experience required
  • Experience and knowledge of Ukrainian Local Labour Law required.
  • Experience working with international donors strongly preferred.
  • Excellent verbal and written and communication skills.
  • Demonstrated leadership, versatility, and integrity.
  • Proven experience developing new organizational systems and tools required, with a strong command of Microsoft Office required.
  • Fluency in Ukrainian or Polish (preferred), English is required,
  • Place of Assignment

    This project is looking to hire primarily Ukrainian staff.  At this time, the project will be partly based in Warsaw and/or Rzeszow, Poland and Ukraine and in due course will be returning to Ukraine.  For candidates based outside of Warsaw or Rzeszow, the selected candidate can work remotely for the next interim period with travel as needed to project office and other sites as deemed necessary by programme work.

     Reporting

    The HR and Operations Officer will report directly to the Operations and Finance Manager or equivalent.

    Application Details:

    Please send an email with your CV and cover letter attached and “Human Resources and Operations Officer” in the subject line to PFRU[email protected] by April 11, 2022. No telephone inquiries, please. Chemonics will contact finalists.

    Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors

    The Partnership Fund for a Resilient Ukraine is a multi-year, multi-donor funded programme managed by the UK’s Foreign, Commonwealth and Development Office (FCDO). The aim of PFRU is to strengthen the resilience of the Ukrainian government, economy, media and the Ukrainian civil society by delivering essential resilience project support to the relevant partners.

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