Human Resources Coordinator

POSITION SUMMARY

HIAS Ukraine seeks to recruit a Human Resources (HR) Coordinator. The HR Coordinator is responsible for performing a wide range of HR duties including, but not limited to, the following functional areas; recruitment, compliance, record keeping, administration of compensation and benefits and management of employee relations.

The HR Coordinator will support a variety of HR projects and initiatives and must have the highest standards of integrity and discretion, as they will be responsible for the management of sensitive and confidential data. This position will be the first point of contact for HR related issues or inquiries; therefore, the incumbent will be required to manage HR functions in a professional, efficient, and timely manner.

ESSENTIAL FUNCTIONS

Human Resource Functions

• Manage the implementation of HIAS’ recruitment and selection policies and procedures.
• Develop job advertisements in alignment with HIAS’ job grade structure
• Support hiring managers with shortlisting and developing tests and interviewing candidates
• Involved in all background and reference screening of new staff
• Work with senior management and HQ Human Resources Department to develop, refine Internal human resources policies in line with labor laws
• Monitor the implementation of policies: Ensure all staff understand applicable HR policies and procedures, be proactive in providing refresher education to staff on the policies.
• Support learning and development through identification of training needs to ensure staff advance their skills and knowledge relevant to their professions.
• In close collaboration with senior management team, devise staff care action plans that elevate morale and support the social, physical, and psychological well-being of staff
• Provide organizational support to staff occupational health safety protocols/policies
• Working with the Country Director, participate in all disciplinary issues alongside any grievances with fairness and in accordance with provisions of HIAS policies and ensure proper documentation maintained
• Support the finance team in preparation and/or review of monthly Payroll
• Work with Compensation Manager/ HQ HR on salary review, salary benchmarking exercises.
• Support the implementation of performance evaluation exercises, train and guide the managers and staff periodically.
• Promote and contribute to a principled, fair, creative, and transparent work culture that encourages staff openness, trust, diversity, and engagement.
• Responsible for maintaining accurate and complete personnel and recruitment files; updating checklist as necessary.
• Prepare HQ-HR Monthly and Quarterly reports ensuring accuracy of the information provided.
• Assist with managing timesheets for office, ensuring timely submission, review and tracking of all leave recorded, approval and filing.
• Represent HIAS in external meetings and NGO- HR sub-working group meetings.

LANGUAGE REQUIREMENTS

• Required: Fluent in Ukrainian/Russian – Speaking and Writing
• Required: Fluent in English- Speaking and Writing

QUALIFICATIONS REQUIREMENTS

• Undergraduate degree in Human Resources required, Advanced Degree in the same field or Administration is welcome
• 5 years of experience in Human Resources and Administration. With at least 2 years in a management role.
• Experience working with NGOs.
• Experience and knowledge of Ukrainian labor laws and regulations
• Flexibility, adaptability, and ability and willingness to operate independently in remote and potentially hazardous environments for extended periods, involving travel within the area of operations
• Applicants must have the existing permit to live and work in Ukraine

SKILLS REQUIREMENTS

• Integrity and Professionalism
• Accountability: Mature and responsible; ability to operate in compliance with organizational rules and regulations.
• Advanced planning and time management skills.
• Advanced communication and problem-solving skills
• Strong emotional intelligence and excellent interpersonal skills.
• Detail-oriented, independent, and reliable.
• Strong cross-cultural skills.
• Ability to manage/maintain high levels of confidentiality

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

HIRING PROCESS

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES

Welcome • Acogimiento • Hospitalité • הכנסתאורחים (Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice • צדק (Tzedek)

We Pursue Justice

Empathy • Empatía • Empathie • חסד (Chesed)

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • חברותא (Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • אומץ (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • רוח (Ruach)

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation, or other legally protected status.