HR and Admin Officer North-East Ukraine Kharkiv

The HR and Admin Officer is responsible for performing HR and administrative tasks for the North-East Area Office in Kharkiv. The role includes managing HR processes, recruitment support, office administration, and ensuring compliance with NRC policies and procedures.

Responsibilities

• Adhere to NRC policies, tools, handbooks, and guidelines.
• Implement independently procedures and activities within own function as delegated.
• Responsible for organizing and delivery of tasks in line with priorities and standards.
• Develop and maintain knowledge of the specialist area of work in which technical assistance and support is provided.
• Use initiative in day-to-day problem solving in line with agreed procedures, priorities, and standards.
• Prepare and develop status reports as required by management.
• Ensure proper filing of documents.
• Promote and share ideas for improvement in your area of expertise.
• Provide confidentiality of HR processes.
• Manage official correspondence including sending, receiving, distributing and filing incoming and outgoing letters, mail and other documents for the Area Office.
• Organize and schedule meetings and appointments when needed.
• Greet newcomers, suppliers, and visitors professionally and friendly.
• Ensure all administrative tasks and processes are provided in a timely and effective manner.
• Organize staff business travels including train/bus tickets, hotel reservations, conference arrangements and transportation if needed, and per diem payment.
• Organize events, check support documents, and prepare documents for payment.
• Organize office food/non-food supply and prepare documents for payment.
• Arrange office supplies and proper maintenance of office premises following NRC policy and procedure.
• Ensure all lease agreements are up to date and prepare documents for rent payment.
• Support in selection of premises such as office and guest house.
• Assist in initiation of procurement procedures using internal Procurement system Agresso.
• Manage all orders for hiring, travel, vacation for national staff members and keep vacation schedule updated.
• Ensure timely implementation of HR activities and dissemination of HR SOPs and Policies at the Office.
• Support HR Coordinator with recruitment process for positions on Grade 1-5, ensuring onboarding and offboarding procedures are implemented for all staff at the Office.
• Administer employees’ personnel files by uploading all HR documents in the Filing Tree daily and creating employees’ files.
• Carry out the hiring and resignation process in accordance with NRC procedures and Ukrainian legislation.

Requirements

• Bachelor’s degree in human resources, Business Administration, or any other related field.
• 2 - 3 years of experience in the Human Resources function within related matters in recruitment, personnel management and operational activities.
• Previous experience working in complex and volatile contexts.
• Hands-on experience/skills in MS Office applications.
• Proven history of compliance with SOPs and regulations.
• Proven ability to coordinate with multiple departments.
• Fluent in Ukrainian and Russian is required.
• Working knowledge of English, both written and verbal.

Skills

• Human Resources Management
• Recruitment
• Personnel Management
• Operational Activities
• Microsoft Office Suite
• Compliance with SOPs
• Regulatory Compliance
• Multidepartment Coordination
• Office Management

Languages

Ukrainian, Russian, English