For national candidates only!!!
Job Description

Position title: HR and Admin Officer (Mykolaiv), NPA Ukraine

Department/Project/Country: HR / Ukraine

Project number: Different projects

Line manager: HR/Admin Manager

Additional reporting line: Country Director

Tasks and Responsibilities:

Key Responsibilities

Recruitment & Onboarding

• Manage end-to-end recruitment processes (internal and external), from receipt of recruitment requests to the handover of signed offers to designated stakeholders, including:

  • Coordination of candidate selection and communication

  • Collection of signed offer letters

  • Receipt and verification of electronic acceptance confirmations from candidates

  • Collection of required employee documentation

  • WatchDog screening

  • Reference checks

  • Oversee recruitment tracking and monitoring of new hires in assigned locations:

• Full responsibility for Mykolaiv

• Shyroke region (excluding BDC)

HR Systems & Reporting

• • Enter and maintain accurate data for newly hired employees in WorkDay.

  • Prepare and submit mandatory employment-related reports via:

  • Taxpayer’s Cabinet

  • Pension Fund of Ukraine (PFU)

  • Record all types of employee transfers in WorkDay, including:

• Temporary transfers

• Permanent transfers

• Role changes

  • Ensure timely and accurate updates of employee status changes in HR systems.

Induction & Trainings

• • Organize and facilitate induction processes for:

• Newly hired employees

• Participants of basic training programs

• Participants of Refresh trainings

  • Coordinate training processes, including:

• Recruitment and enrollment of participants

• Ongoing support throughout training delivery

• Collection of confirmed acceptance and transfer lists from responsible parties

• Submission of finalized lists and relevant information for line manager

• Keeping all training results and certificates, adding information to WorkDay system

  • Deliver internal staff trainings related to organizational changes, updates, and new procedures.

Employee Relations & Compliance

• • Support disciplinary processes, including:

• Case preparation

• Participation in disciplinary proceedings

• Preparation and archiving of related documentation

• Maintenance of disciplinary case registers

o   Maintain regular communication with Operations (Ops) teams regarding:

• Employment contract end dates

• Outcomes of temporary assignments

• Promotions, extensions, and role changes

• Account Management. Submit and coordinate requests for system account creation for: Newly hired employees, Employees transferred to positions requiring system access

Additional Responsibilities

• • Perform other HR-related tasks as required to support operational needs and organizational priorities.

Competence and qualifications:

Must have:

·         University degree/diploma in a relevant subject. 

·         Knowledge of labour legislation and the ability to apply it.

·         Mother tongue in Ukrainian. 

·         Upper-Intermediate English language - both written and spoken. 

·         Proficient in Microsoft software skills (Excel and Word is a must). 

·         Proficient in BAS (or 1C, ZUP) – is an advantage

Experience: 

·         Minimum two years of experience within recruitment (preferably but not exclusively within the humanitarian sector)

·         Minimum one year of experience within HR administration (preferably but not exclusively within the humanitarian sector) 

·         Minimum one year of experience within training`s delivery

·         Previous work experience in insecure environments and able to work effectively under difficult conditions. 

Personal Competencies:

·         Good cultural, networking and interpersonal skills.

·         Strong communication and interpersonal skills.  

·         Systematic and organised in approach, including accuracy, consistency, and attention to detail, tenacity, and the ability to work under pressure. 

·         Ability to meet deadlines and work calmly under pressure with limited supervision. 

About the Recruitment Process

We work continuously for more diversity and inclusion throughout Norwegian People's Aid. We encourage all qualified candidates to apply.  

Please note, that only applications submitted through our career site will be considered. Applications and resumes sent via e-mail will not be reviewed.

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!