HEKS/EPER is looking HR and Admin Manager. Base in Kyiv with the possibility of business trips.
HR/Admin Manager is local Ukraine position and only person having the right to work in Ukraine can apply.
The HR/Admin Manager organizes work on personnel provision in accordance with the general goals of the Fund's development and specific directions of the HR/Admin policy in order to most effectively use, renew and replenish employees. Supports work on staffing the Fund with employees of the necessary qualifications, development and accounting of HR/Admin documentation, management of employee productivity and motivation, benefits and compensations provision, and supports of the Fund's corporate culture.
Tasks and responsibilities
Supervisory Responsibility of Job:
· Develop, amend and implement HR policies, procedures and systems to ensure that organizational and operational goals are met in a timely fashion.
· Ensure that all systems and procedures are consistent with the Field Operating Guide for HEKS-EPER and local laws
· Manage systems, procedures, and implement the process for HR as it relates to Staffing, Compensation, Benefits, Time-Off, Performance Management, Rewards & Recognition, Staff Care, Payroll, Succession Plans, Organizational Development, Training, Compliance and Record Keeping
· Manage HR vendor relationships, such as legal counsel, health insurance, training and other contracts as needed.
· Provide supervision and guidance to HR staff members on daily work priorities. Mentor and train HR staff to increase capacity.
· Discuss recruitment policies with superiors to ensure the effectiveness of selection techniques and recruitment programs.
· Ensure transparent and bias-free recruitment process.
· Ensure accurate recording of office personnel and pay records, including, but not limited to, leave taken and available.
· Supervise/Manage maintenance of all staff timesheets, prepare monthly timesheet report to finance including leaves taken, changes in status, increases or transfers for the payroll.
· Establish and maintain system for personnel files.
· Establish and maintain a complete set of Organizational Charts, update and distribute them regularly to key staff within the project.
· Ensure the preparation and provision of analytical reports on HR issues to management as required
· Manage all closeout related duties for Human Resources throughout final project closedown.
Tasks and duties
· Identify qualified candidates and invite and encourage prospective candidates for employment.
· Screen candidates in collaboration with the heads of structural departments/unit, short-list the ideal candidates.
· Participate in interviews and make hiring recommendations.
· Notify applicants of the results of the selection process and prepare job offers.
· Request reference and eligibility checks on candidates before making an offer.
· Ensure recruitment is compliant with the Fund policies and procedures and Ukrainian laws.
· Inform employees in a timely manner about the job including hours and pay, tasks, responsibilities and working conditions, any changes are related to the personnel management process.
· Establish the period for passing the probationary period, organize and conduct the annual/probationary employee performance evaluations.
· Develop and maintain a system of all employees personal data, including personal files, employment contracts, labor books, personnel orders, as well as information on initial salaries and promotions, etc.
· Control and organize the correctness of the process of employees’ dismissal in accordance with the requirements of the current legislation of Ukraine, ensure the timely provision of necessary documents upon dismissal, including End of Employment Checklist.
· Working directly with Taxes Authority/internal accountant & Submitting the Monthly Taxes Check.
· Archiving all the projects’ financial documents –electronically in the Creative SharePoint and in hardcopy, where necessary.
· Maintaining Office Contact List, Phone Tree, Mission orders and Employee Database on a regular basis.
· Coordinate domestic travel and logistics arrangements related to program activities..
· Perform other related duties as required by the manager.
Competencies & requirements
Language skills: Fluent in English, Ukrainian and Russian (speaking/reading/writing) is desirable.
Education degree: Higher Education.
Work experience: At least 5 years’ experience in a similar position. Previous experience with an NGO. Previous work experience in system companies
Skills:
· Knowledge of legislative and regulatory acts, methodological materials on personnel management, labor legislation
· Knowledge of modern personnel management concepts.
· Knowledge of effective employees/candidate assessment.
· Knowledge of labor discipline, labor protection and safety rules, fire-prevention requirements, industrial sanitation and labor hygienerules
· The ability to create and maintain a personnel database, organize timesheets
· Knowledge of the remuneration system and staff motivation.
· Solid use of the MS office software (including Word, Excel, Outlook) is compulsory.
Soft skills:
· Organized.
· Team work.
· Communication skills.
· Analytical skills.
· Time management
HEKS/EPER offer:
- Official employment.
- Employment agreement - duration of the contract is 3 months extendable based on performance and availability of budget.
- Competitive and decent salary - € 2 252
- Social package in accordance with the Labor Code.
- Equipped workplace.
- Medical insurance etc.
How to apply
Would you like to join the HEKS/EPER team? We are looking forward to your complete application in English (CV, Cover letter and certificates), candidates should send their CV and cover letter in English to email julia.berezovskaya@heks-eper.org