HR Coordinator-Ukraine

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: HR Coordinator

Code: SR-60-9116

Duty station: Kyiv with frequent travels to Dnipro, Odesa, Kharkiv and Vinnytsia

Starting date: 12/02/2024

Contract duration: 11 months

Reporting to:Country Director

Supervision of: Human Resources Manager, HR Administrator, Staff counselor

Functional Supervisor: Area Human Resources Coordinator

Type of duty station: Non-family duty station

General context of the project

The war broke out in Ukraine in February 2022. Since then, millions of people have fled to the neighboring countries, raising a big concern on how to manage such an immense flux of people. Shortly after the outbreak of the conflict INTERSOS set up its emergency response from Ukraine in April 2022. Currently the team in Ukraine is operating across two main operational hubs for East and South. All INTERSOS interventions are embedded in a programmatic approach to respond to the multisectoral needs of the conflict affected population, focusing on Protection, Health and NFIs response serving internally displaced persons (IDPs), their host communities in areas of displacement, and emergency humanitarian assistance in frontline and newly accessible areas. The project portfolio in Ukraine is supported by several donors and in line with its localisation strategy, INTERSOS works with different local partners across all oblasts of intervention.

General purpose of the position

Define and implement HR strategy according to the Mission’s objectives and INTERSOS human resources vision and values. Ensure the HR capacity required and facilitating learning & development actions at mission level, to ensure the adequate structure and skills are in place to meet the mission goal.

Supervise the aspects of the National Staff’s management, the definition of policies and strategies and the development in order to build up the career strategy and possibilities of expatriation.

Work in close collaboration with the mission HR Manager ensuring that INTERSOS act a responsible employer in the mission, supporting the proper management of HR across the board and accountable of ensuring proper HR administration processes, compliance with HR policies and local labour law for International and National Staffs.

Main responsibilities and tasks

Strategy

• Lead the designing and implementation of the HR strategy to meet mission’s programmatic needs and support the designing of the country strategy plan/cost recovery
• In coordination with the relevant departments, lead the designing of the Mission structure, organigram and management lines, in accordance with Intersos standard organigram
• Is accountable to develop and update HR policies, processes and systems to support the achievement of the mission’s goals and to ensure the missions with the capacities and competencies needed, in the short, mid and long term (recruitment, remuneration, management and learning development plans
• Ensure standard HR processes throughout the country offices and lead the development of HR procedures
• Guarantee support to the line managers and staffs for any change of local legal requirements and regulations
• Contribute to the development of the budget for project proposals to ensure consistency and finance compliance
• Liaise with INGOs, local stakeholders for HR dossiers

HR policies, procedures and reporting

• Formulate, maintain and update human resource management policies for the mission and ensure that standard HR processes are implemented across country offices
• Is responsible for the design, update and implementation of the salary grid in line with the standard Function Grid. Update it on regular basis with the support of the Area HR Coordinator
• Lead the HR team to ensure the implementation of a regular on-boarding process for National Staffs (personnel documents, archive, induction, orientation, etc.)
• Ensure that all contracts (i.e. employment, service, secondment and consultancies) adequately comply with INTERSOS policies, national laws and donors requirements
• Guarantee that personnel archive is kept in order and updated
• Reports on HR indicators to Country management team and managers in order to feed decision making, planning and fine tuning of mission’s and project’s strategies
• Accountable to provide the auditor’s requests for HR dossiers for National Staff.

Recruitment

• Is accountable to ensure a punctual, smooth and regular recruitment process, according to the Recruitment Policy and local Labour Law
• Supervise the HR team to ensure the identification of best local recruitment channels according to the needs, access and objectives of the mission and define the recruitment strategy based on the analysis of the local labour market with the objective of recruiting professionals and people with potentials to develop within the mission
• Ensure a good knowledge of the labour market (profiles available, qualifications, peculiarities of the context, etc.)

Management of National Staffs

• In collaboration with Country director, ensuring behavioral misconduct of National Staff are adressed and relevant measures taken in accordance with Intersos policies, Humanitarian principles and local labor lawis in charge of managing disciplinary measures . Liaise with the Area HR Coordinator for behavioural misconduct of International Staff
• Lead the HR team in ensuring support to coordinators/supervisors/activity managers in the performance management process (IRP) and guarantee that National Staffs are properly and regularly evaluated
• Provide advisory support to line managers and SMT on all HR aspects·(team management, conflict management, stress early detection, communication, meetings…)
• Support the creation and maintenance of a positive work environment and facilitate the resolution of conflicts among staffs looking for a viable solution in case a direct intervention is not possible
• Make sure that cases linked to behavioral issues are prevented, detected and managed. Monitor and foster the duty of care and promote initiatives for staffs well-being
• Is accountable for the compensation and benefits policy for National Staffs ensuring regular benchmark with other INGOs and actors in the country
• Is responsible to ensure that the payroll process is regular, punctual and in line with national law
• Provide support and technical supervision of the HR team and coach and mentor them

Learning and development

• Plan and conduct internal HR workshops and trainings for national staffs according to organisational needs
• Support the Personnel Development Coordinator (PDC) in rolling-out the Learning and Development policy for International and National Staffs
• Lead the HR team in monitoring and proposing learning opportunities and ensure a proper track of trainings attended

Management of International Staffs

• Support the Area HRCO and HoM in disseminating HR policies for International Staffs
• Ensure that International Staffs receive regular and continuous support from HR Coordinator through regular one to one meetings
• Ensure that all International Staffs participate in the Internal Review Performance process and provide support in case of need
• Ensure that International Staffs receive adequate support on HR administrative matters (leaves, SSCC, work permit, timesheet, IRP, Tax payment)
• In collaboration with Area HR Coordinator ensure proper end of assignment, debriefing and capitalization of experiences
• Under the supervision of the HoM and Area HR Coordinator contribute to the prevention, detection and management of international staff’s misconduct
• In collaboration with the liaison team provide support to International Staffs for the issue of VISA, work and residence permits ensuring the respect of national law

Representation

• In collaboration with the legal advisor is responsible to liaise with national and legal authorities on HR matters
• Participate in HR fora and working groups

Accountability and safeguarding

• In collaboration with the Area HR Coordinator is responsible for the safeguarding of the staffs implementing measures to protect the health, well-being and human rights of individuals
• Ensure that the management of the staffs is in line with PSEA, CP Policies, Conflict of Interests and Internal Regulation and INTERSOS standard
• Support the Internal Audit and PSEA Referent for any investigation that may occur in the mission
• Liaise and follow-up with MEAL department for any HR complaint
• Accountable that duty of care obligations are met for both International and National staff

Required profile and experience

Education

• Essential degree in Psychology, International Relations, Political Science, Economics. Master in HR Management desirable

Professional Experience

• Essential 4 years’ experience in HR Management with at least 2 in HR managerial positions in humanitarian contexts with NGOs.

Professional Requirements

• Essential computer literacy (word, excel and internet)
• Strategic vision
• Leadership
• Team building and cooperation
• Ability to work in multicultural environment
• Non-discriminatory attitude
• Active listening and empathy
• Behavioural flexibility and stress management
• Commitment to INTERSOS and Humanitarian principles
• Knowledge of Prevention of Sexual Abuse & Exploitation principles

Languages

• Proficient in english
• Local language desirable

Personal requirements

• People management and development
• Strong teamwork and cooperation capacities
• Cultural sensitiveness