Global Communities is implementing the 18-month, Community-Led Emergency Action and Response (CLEAR) program with support from the United States Agency for International Development’s Bureau for Humanitarian Assistance (USAID/BHA) to respond to humanitarian needs in Ukraine. The program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response.

Global Communities is also implementing the recently extended, eight-year USAID-funded Decentralization Offering Better Results and Efficiency (DOBRE) project. This program will strengthen local governments in newly consolidated communities to effectively manage resources and services that respond to community priorities and improve citizen engagement and oversight in local governance. Global Communities is seeking a qualified and experienced Human Resources and Administration Manager to support both of these and possibly other donor-funded programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The Human Resources and Administration Manager will oversee all Human Resource issues in the areas of personnel management, policy and procedures, record keeping, contractual and legal matters, and the design and implementation of administrative systems for СLEAR program in Ukraine.   

Personnel Management

• •  Ensure up to date maintenance of Human Resource and Personnel files for all Ukraine-based staff and liaise with Field Staff routinely.
• •  Ensure that all employees have accurate job descriptions. Work with relevant supervisor and program director to revise job descriptions on a case-by-case basis.
• •  Develop, organize and follow a hiring practice in coordination with relevant supervisors. 
• •  Liaise with appropriate Government Office on all personnel issues to ensure total compliance to government system policies.
• •  Assist in obtaining visas, work permits and any other requirements for expatriate personnel.
• •  Assist in the entire process of the hiring, probation, evaluation, promotion and termination of staff.
• •  Provide updated orientation package and arrange presentation to all new staff.
• •  Maintain leave tracking system (sick/annual/home/holiday/LWOP) for international and national staff and give regular monthly updates.
• •  Work in conjunction managers to ensure that all staff are evaluated accurately and fairly on a six-month basis.
• •  Identify training needs and develop internal and external training opportunities for CLEAR staff.
• •  Bring potential personnel problems and achievements to the attention of the relevant supervisor.
• •  Develop and maintain an accurate staff database. 
• •  Ensure efficient functioning of the administrative filing system for the Kyiv office. 
• •  Maintain absolute confidentiality and professionalism for all personnel paperwork, records and issues.

Policy

• •  Take lead role in Personnel Policy updates and amendments.
• •  Communicate areas of change in both policy and procedure to all staff working through appropriate manager/coordinators. Institute and apply all policies and procedures for both National and International staff in a manner which is fair, transparent and consistent.
• •  Ensure total conformity on all administrative policies and procedures as outlined in the Staff Personnel Policy.
• •  Become familiar with Global Communities Expatriate policy and administration manual.
• •  Review and recommend policy changes to Director of Human Resources and Administration and Program Director when appropriate.
• •  Review salary changes through annual surveys and/or reviews and make recommendations to adjust job classifications or salary levels

Insurance, Properties and Leases

• •  Liaise with relevant authorities and/or agencies to develop standard medical insurance for staff.
• •  Maintain system of medical claims as a substitute for medical insurance policy.
• •  Contractual/Legal Matters.
• •  Submit staff contracts and agreements to Director of HR/Administration and Program Director for approval and signature.
• •  Track contracts and undertake extensions or renegotiations in a timely manner that involves the relevant supervisor. 
• •  Promote and uphold Global Communities mandatory reporting procedures.
• •  Ensure Global Communities compliance to all applicable laws and principles. 
• •  With consistent feedback to the Director of HR/Admin and respective COP, liaise with the Global Communities assigned attorney on all legal issues.

Other

• •  Provide regular verbal feedback and reports to the Director of HR/Admin.
• •  Keep track of all Global Communities telephone service providers and ensure their timely payment. Ensure personal staff expenses are reimbursed or properly deducted from salary.
• •  Update all organizational reference sheets on a monthly basis (phone, NGO, Org charts, etc.).
• •  Visit field sites to follow up on personnel issues.
• •  Represent Global Communities at INGO HR forums.

QUALIFICATIONS

• •  High degree of computer literacy; Excel and Word are essential. 
• •  Familiarity with interpretation and application of National policies, rules and regulations, staff entitlements and benefits, recruitment and selection practices and training programs.  
• •  Ability to prepare clear and concise reports. 
• •  Familiarity with USAID Rules and Regulations
• •  Must be able to work in collaboration with both national and international staff. 
• •  Demonstrated ability to supervise staff and promote a team environment.
• •  Ability to work in a multicultural context as a flexible and respectful team player. 
• •  Excellent organizational skills and ability to determine priorities and respect deadlines. 

EDUCATION and/or EXPERIENCE 

University degree, preferably in Human Resources Management, Business or Public Administration would be desirable.  A minimum of four years’ experience in Administration and Human Resources management, preferably with international organizations.

LANGUAGE SKILLS  

Professional proficiency in written and spoken English, and Ukrainian and/or Russian. Must be able to read and interpret documents, and communicate with others as necessary to perform job duties effectively.  

WORKING CONDITIONS 

Able to sit at a computer and operate a keyboard, for extended periods of time. 

Applicants are asked to submit their CVs and Cover Letters to [email protected] as soon as possible but no later December 16, 2022. Interviews will be conducted on a rolling basis.   

Salary range > USD 2,700 gross per month