Administration & HR Officer – national position

Administration & HR Officer, Ukraine – national position

Location: Based in Kyiv and frequent travel to fields

Starting date: as soon as possible

Duration of Contract: 1 year contract with possibility of extension

Position type: full-time

The closing date for applications: 4 December 2022

Reporting to: Ukraine Country Team Leader

Lutheran World Federation (LWF) World Service

LWF World Service is the internationally recognized humanitarian and development arm of The Lutheran World Federation (LWF). Today, World Service is a widely recognized, international, faith-based organization present in 27 countries. In response to the crisis in Ukraine, World Service has established an operation in Kyiv and is supporting communities in Chernihiv Oblast, with expansion planned in eastern Ukraine. World Service aims to support internally displaced persons and other affected communities in close coordination with the German Evangelical Lutheran Church of Ukraine.

Summary of the Position

Efficient and structured office management and timely processing of all HR matters are crucial for a well-functioning office that is necessary for implementing the programmatic activities. The Administration & HR Officer plays a key role in making sure that all administrative processes are managed in a professional and organized way and in ensuring the timely processing of all national staff contracts and other HR matters.

ROLE AND RESPONSIBILITIES:

Administration:

The Administration and HR Officer is responsible for the day-to-day management of the office and assets and will have following tasks:

• Ensures that the office remains functional, including vehicles and equipment.
• Purchases office supplies (stationery, ink cartridge, printing paper etc.) as well as things needed in the kitchen (coffee, sugar, dish soap etc.).
• Liaises with the facility manager of the office building on all practical matters related to the lease agreement.
• Manages all service contracts related to office space (insurances, cleaning) and other service contracts as needed.
• Checks and makes necessary arrangement for repair and maintenance of office equipment and office premises.
• Ensures that all insurance claims are settled on time. Keeps record of all insurance claims systematically ensuring that all cases can be easily traceable.
• Manages office keys and keeps track of keys.
• Makes international and domestic travel arrangements (travel tickets and accommodation) for all LWF staff members and official guests. Keeps record of all ticket purchases systematically and liaises with Finance staff for payments and related receipts.
• Makes practical arrangements for receiving official guests; including booking restaurants and arranging catering for events hosted by LWF and other preparations as needed.
• Supports field staff in relation to administrative matters when required.
• Shares the security related responsibilities with the Team Leader, as defined in the LWF Ukraine Country Security Plan
• Other administrative tasks as may be required.

Human Resources:

• Keeps employee files (electronic and hard copies) in good order. Liaises with relevant colleagues for any missing documentation.
• Keeps track of leaves and absence of staff and fills in the related time sheets for payroll processing.
• Liaises with Law Firm and any HR agencies on administrative matters related to staff contracts.
• Manages the recruitment processes according to local legislation and LWF policy. Drafts job descriptions in coordination with relevant LWF colleagues. Publishes the job adverts, screens applications and schedules interviews, drafts staff contracts, as well as communicates with the candidates throughout the process. Arranges exit interviews with outgoing staff.
• Plans staff induction in coordination with relevant LWF colleagues, including mandatory on-line trainings as well as face-to-face inductions with relevant staff. Keeps track of completion of induction and files relevant documents.
• In collaboration with relevant colleagues, coordinates and makes sure that all staff receive training on key policies such as Code of Conduct, PSEA Policy, Child Safeguarding, anti-Fraud and Corruption, Complaints Mechanism, Safety and Security.
• In coordination with the Team Leader, manages the staff appraisal process and files the related documentation.
• Keeps the Health and Safety files updated.
• Plans activities/initiatives related to staff well-being.

EDUCATION AND EXPERIENCE:

• Minimum of 2 year of professional experience-working on admin and/or HR role
• University degree in a relevant academic discipline
• Knowledge of accountability standards like the Core Humanitarian Standard (CHS), Sphere, and the principle of Do No Harm desirable
• Proficiency in Microsoft Office tools

REQUIREMENTS:

• Knowledge of main administrative processes in local context
• Familiarity with Ukraine labour law and knowledge of administrative processes related to HR
• Ability to work under minimal supervision, with multiple deadlines and sometimes irregular working hours
• Ability to work as part of a team and to manage and communicate effectively within the team
• Ability to learn quickly, take initiative, and be accountable for results
• Flexibility and creativity in planning and problem solving
• Ability and willingness to remain mobile, to work in highly intense and fluid work environments
• Flexibility and ability to cope with potentially stressful situations
• Strong interpersonal and communication skills including good listening skills and ability to give and receive feedback
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment
• Willingness to travel around Ukraine in field locations as needed

Languages:

• Proficiency in written and spoken English
• Proficiency in written and spoken Ukrainian

Core competencies:

• Accountability, sense of responsibilities
• Organizational skills
• Respect for diversity
• Flexibility & Adaptability
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation