HR & Admin Coordinator (Ukrainian Nationals Only)

Polish Humanitarian Action (PAH) is looking for a HR & Administration Coordinator to direct Human Resource and other administrative operations to support program teams in delivering needed assistance to vulnerable communities in conflict-affected areas of Ukraine.

General information:

Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with mission in Ukraine

Position: HR & Admin Coordinator

Location: Lviv or Kyiv

Job terms: Full time

Type of job: Service agreement

Duration: 3 months with likely extension and transition to employment contract

Starting date: ASAP / Date

We strongly encourage qualified candidates to apply immediately as applications will be reviewed on a rolling basis.

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization that provides humanitarian and development assistance worldwide. Since 1992, PAH has operated programs in 46 countries, supporting sustainable and stable development of regions suffering the consequences of armed conflicts, natural disasters and other humanitarian crises.

Operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection/Advocacy, WASH, Food Security/MCPA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly.

Visit www.pah.org.pl for more information.

Key Duties and Responsibilities

Strategy, Culture, and Leadership

• Provide strategic leadership to PAH Ukraine Mission in the area of people management and organizational development in order to optimize organizational performance, fulfill PAH’s mission, vision, core values and contribute to the measurable improvement of the well-being of vulnerable populations affected by the crisis in Ukraine
• Develop and implement the HR strategy and recruitment plan in support of and in alignment with country and global strategic priorities
• Spearhead monitoring and reporting of HR metrics related to talent acquisition, development, retention, performance management, employee engagement and organizational leadership
• Advise and support the Head of Operations in engagement on critical issues relating to attraction, development, deployment, retention and separation of staff
• Support compensation alignment and budget and financial management by supporting the senior management team in the budgeting process and actively contributing to budget development, conducting compensation reviews, and supporting mission in aligning compensation across the organization appropriately
• Demonstrate an awareness of own strengths and development needs and model behavior consistent with a growth mindset

Recruitment

• Oversee and manage mission-wide HR processes and policies with an initial focus on recruitment and onboarding as we scale the size of the PAH mission in Ukraine to address the current conflict
• Coordinate and oversee the recruitment process, setting process standards and training HR & admin officers and assistants in following those standards
• Identify opportunities for process improvement, design new processes and procedures, and train HR and admin staff in new processes

Process Design, Improvement & Digitization

• Research and introduce HR best practices, simplify processes, and fully digitize operations and filing systems while ensuring compliance with local and international donor regulations
• Spearhead, introduce, and lead knowledge management practices and process mapping to support scaling up of the organization, initially owning this workstream fully and eventually teaching others how to do this work
• Identify opportunities for improvement and develop solutions for training HR staff in knowledge management, process mapping, and shared folder / document management to maximize efficiency and minimize duplication of effort

Team Onboarding & Development

• Identify the organizational culture gaps and plan culture change interventions to promote leadership and staff mindset & behavior changes to deliver on PAH’s mission
• Coach and mentor junior staff to learn to think analytically and take on greater responsibility and rise in their career path; encourage the team to identify potential areas of improvement for HR and admin processes and take their ideas into consideration
• Develop onboarding procedures and protocols that minimize friction for new staff
• Manage onboarding and training schedules for new staff, help identify, and set up trainings and development for staff
• Implement and improve staff performance evaluation system and process

Policy, Contracts, Legal & Compliance

• Understand and ensure compliance with all applicable labor laws and donor regulations, including but not limited to Ukrainian law, Polish law (HQ is in Poland) and the international donor community
• Oversee the regular review and roll out of HR policies and employment policies and procedures in compliance to PAH’s standards and evolving national labor law
• Keep track of changes in HR law and archives circulars, registrations, acts etc. and revise policies and practices accordingly
• Understand and oversee the process for gaining work visas and residency permits for expatriate employees
• Oversee preparation of agreements, contracts, reports, official letters etc., intervening and contributing individually when necessary for sensitive documents or to ensure quality
• Manage renewal and arrangements of official documentation necessary for both HR and general administrative needs

Policy & Records Management

• Identify opportunities for improving the leave policies and tracking system, set standards for requesting leave, and oversee leave tracking system
• Manage and oversee updating of data to maintain mission records and databases, as appropriate, establish file and record management practices for both physical and electronic files and records
• Identify opportunities to transition to electronic records, source solutions, recommend policy changes, and oversee implementation

Other

• Contribute to oversight of appearance and functionality of the office, collaborating with Procurement and Logistics teams across the country to ensure teams have the tools they need to do their jobs
• Represent Polish Humanitarian Action in front of local authorities as needed
• Perform other duties assigned by Head of Operations

The successful candidate will be selected based on the qualification requirements described below:

• Is Ukrainian citizen with a native level of Ukrainian and Russian and excellent English language skills
• Has minimum 5 years of experience in HR administration role (preferred in NGO / INGO) with progressive levels of responsibility and a minimum of 3 years HR leadership experience
• An independent self-starter with excellent analytical skills with desire and ability to design and implement process improvements
• Is able to work in and network with a multicultural team
• Has the highest level of personal integrity and experience handling confidential information
• Has strong interpersonal, communication and networking skills
• Has strong computer skills, including familiarity with Google Suite, MS Office, and MS Teams as well as the ability to quickly learn new software platforms
• Has experience supporting budgeting and financial planning from the HR perspective
• Has strong organizational skills and ability to work against tight deadlines and in tough conditions
• Has a sound understanding of local context
• Is enthusiastic and eager to bring process improvements and to learn new things