Human Resource Coordinator – Lviv (National/Local position)

Location: Lviv (with possible travel to Kyiv, Dnipro and Odessa)

Reporting line manager: HR Manager

Duration:12 months renewable

Conditions: Employment contract, gross monthly salary between 2,857.14 Euros and 3,850.93 Euros depending on proven relevant experience for the post.

Starting date: ASAP

CARE INTERNATIONAL

CARE International (CI) is among the world’s largest International Non-Governmental Humanitarian Relief and Development Confederations. Drawing on more than 75 years of experience, through its 21 members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice.

CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls and the areas of gender equality: diversity and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.

At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union and with other external stakeholders.

CONTEXT IN UKRAINE

On 24th February 2022, Russia’s invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructure are conducted throughout the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance.

During the winter 2022 -2023, anticipated to be the worst in decades, at least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. In addition to preparing the population for the approaching winter, an ongoing priority for the international humanitarian response is to secure access to recently liberated and recaptured areas in the East and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.

CARE UKRAINE

As a new actor in Ukraine, CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities and, INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), in line with CARE’s Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.

In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners.

As of November 2022, CARE Ukraine has established partnerships with twelve local/national organizations (including four WLO’s/WRO’s) and five international NGOs. From the more than 28 million that has been raised for Ukraine to date, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odessa, so covering both the East and South of the country.

OBJECTIVE OF THE ROLE

We are seeking to hire a Human Resource Coordinator (HRC) to provide support for the implementation of all human resource policies and procedures and so ensure the smooth running of human resources to support CARE’s operation in Ukraine.

Working under the direction of the HR Manager, the HR Coordinator will be responsible for recruitment and selection, contract management, payroll and benefits, leave management and employee relations. S/he will also support the implementation of performance management system in CARE Ukraine.

ROLE RESPONSIBILITIES

The position holder will:

Recruitment & Selection

• Ensure that the recruitment process for national positions is done in a timely manner and at high quality following the recruitment policy in CARE Ukraine.
• Ensure the recruiting managers understand the process and complete the necessary requirements, prior to the recruitment.
• Support the Recruiting Managers to advertise the positions online, conducting the longlisting and support shortlisting of applicants.
• Support the Recruiting Managers with the written test and interview, ensuring that the recruitment process is fair and transparent.
• Ensure the reference checks are completed prior to recruitment of the successful candidates.
• Ensure the Recruiting Managers are informed on the salary offer of the selected candidates.
• Ensure that candidates are informed timely on the results of the interview.
• Organise and maintain application roster for CARE Ukraine.

On-boarding and Induction

• Ensure that newly recruited staff complete and submit necessary documents prior to recruitment.
• Support the onboarding process for national staff, ensure that the process is smooth and efficient.
• Arrange induction for the newly recruited staff.
• Provide induction on HR Policies and Procedures/Staff Handbook, Code of Conduct, Safeguarding and other important policies.
• Ensure organized induction is done on a regular basis and that all technical managers contribute during the sessions.

HR Management (Policy, Procedures & Compliance)

• Support the HR Manager with the implementation of HR handbook and ensure its compliance with the Labor Laws in Ukraine.
• Ensure the policies, procedures and processes of human resources implemented in CARE Ukraine are compliant with Ukraine’s labor laws.
• Monitor the development of statutory and legal requirements in the Ukraine and advise the HR Manager accordingly.
• Collect, analyze and interpret information about changes in the operational environment and identify key HR issues for management’s attention.
• Ensure that HR policies in the bases are updated and followed by all staff; conduct refresher meetings on HR policies as needed.
• Respond to inquiries regarding policies, procedures, as they come from staff and for further clarification refer them to the HR Manager.
• Develop a systematic database for staff contracts that includes probationary and renewals reminder.
• Ensure CARE in Ukraine is compliant to local tax and other statutory deductions, as applicable in the country.
• Attend HR meetings as requested by HR Manager and keep updated on the current/changes of Ukraine labor laws.

Staff Benefits (Compensation and Payroll)

• Responsible for preparing payroll for the national staff salary before end of the month.
• Ensure that all staff sign the salary stubs upon receipt of their salaries.
• Understand the payroll system and able to properly implement CARE Ukraine grading system when recruiting a new staff.
• Support the Finance Team to ensure that timesheets are submitted on a timely basis and filled in correctly.
• Seek advice from Legal Advisor related to Employee Relations, or any legal issues pertaining to staff, as necessary.

Performance Management & Learning

• Ensure the Performance Management system is in place and implemented properly.
• Ensure Managers complete the Objectives Setting for their team and conduct the performance appraisals on a timely basis.
• Ensure that managers complete probationary assessment on time and submit the documents to HR.
• Conduct trainings to Managers and staff on the performance management system, the use of appraisals and feedback. Train HR Team on the use of performance objectives /performance appraisals.
• Coach, support, and advise Line Managers on any issues related to staff management, i.e. non-performance, disciplinary, etc.
• Work with the HRM to identify training needs for national staff as defined in staff’s performance objectives.
• Develop a database on training providers and provide information to the field and arrange staff attendance on trainings/courses.
• Prepare employee termination notices and related documentation.
• Coordinate exit management procedure to ensure smooth transition for departing employees.

Staff Management

• Supervise the work of HR Assistant. Ensure that staff develop their performance objectives at the beginning of the year.
• Conduct performance reviews to supervised staff on a bi-annual basis and provide honest feedback for the necessary development of the staff and identify training needs for improvement.

ESSENTIAL CRITERIA:

The post holder should be able to demonstrate the following attributes:

• Bachelor’s degree in Human Resource Management or equivalent experience in human resources minimum 5 years, including 2 years in non-profit/humanitarian sector
• Strong understanding of national labor laws and other statutory requirements in Ukraine.
• Good negotiation skills and possess ability for handling disputes/conflict.
• Possesses excellent oral/writing communication skills in English and Ukrainian
• Ability to work in a stressful environment and able to prioritize high workload with multiple tasks in fast-paced environment with tight deadlines.
• Strong computer skills – Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus
• Willing to travel to the field on a frequent basis.
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation; organizational management skills
• Unquestionable personal code of ethics, integrity, diversity and trust
• Experience creating systems, processes, and procedures
• Detail-oriented, organized, and self-starting
• Strong belief in human rights and gender equality
• Highly confidential

Accountability :

A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

• Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within the programming area.
• Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding:

Children and vulnerable adults who come into contact with CARE as a result of CARE activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender Equality:

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.