HR/Administrative Assistant

MISSION:

The humanitarian aid organization “Arzte der Welt” is the German division of the international network Medecins du Monde/Doctors of the World (MdM). MDM has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the Eastern part of Ukraine. The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The HR/Admin Assistant is based in Dnipro. 

 ORGANIZATION CHART

Line Manager: Admin Officer. 

JOB SUMMARY

Under the supervision of Admin Officer HR/Admin Assistant will assist him/her in the following tasks: administration of Human Resources and other Administrative tasks on request.

 FUNCTIONS

  HR administration  

• Circulate MdM job advertisements through local job advertisement websites, professional alumni’s groups, educational institutions after validation of Admin Officer; 
• Prepare shortlist, organize technical testing, interview and reference check; 
• Keep the base staff database updated monthly and share with Admin Officer.
• Ensure archiving and monitoring of individual files relative to the professional life. 
• Following up national staff HR administrative issues like preparing contracts, salary slips.
• Prepare all HR documents for registration of the new employees with state authorities.
• Make sure the employees’ files are up to date and in line with MdM guidelines and Ukrainian legislation.
• Follow-up on leaves / overtime compensation: update the attendance tracker, prepare a monthly report on holidays / compensation, and share the leaves follow up table with Admin Officer.
• Draft of Orders for leaves and Business trips.
• Collect and archive individual time sheets of the base staff.
• Transfer information from timesheets to monthly Payroll
• Print salary slip to be signed by the employee and properly archived.
• Follow up on legal requirements regarding employment of national and international staff (social security, income tax if any, work permits, residency, employment contracts etc.) in coordination with Admin Officer.
• Assist in the conduction of Annual Individual performance evaluations.
• Update and Follow-up on the internal capacity building (trainings, seminars, conferences etc.) for the base and share it with Admin Officer.
• Assist the employees when necessary to fulfil their HR administration duties.
• Assist in preparing drafts of service contracts if it does not affect the main duties.
• Assist in management of the administrative archive of the mission. 
• Keep Admin Officer informed about any modifications in the HR procedures according to Ukrainian legislation
• Conduct visits to the state agencies for receiving information or clarifications for any HR issues when needed 
• Perform any other additional administrative duties on request of the Admin Officer. 

Note: This list of activities is not exhaustive and may change depending on the situation 

REQUIRED QUALIFICATIONS:

Academic background: Degree in HR, finance or related field

REQUIREMENTS:

• Language requirements: Advanced Ukrainian, English and Russian
• Computer requirements: Competency in MS Word and Excel.

EXPERIENCE:

The successful candidate must have:

• Minimum 1 year HR/admin experience
• Good knowledge of Ukrainian Labor, Accounting and Tax Legislation is a great asset
• Previous experience with NGO is an asset

 COMPETENCE PROFILE:

• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment-
• Ability to listen and share decisions
• Sense of humor
• Good writing and communication skills
• Team player
• Alignment with principles and ethics of Arzte der Welt

To apply: Send CV + cover letter

We offer:

• Fixed term contract (till the end of 2022) with the possibility of extension based on available funding;
• Salary according to the Arzte der Welt salary Grid;
• Medical insurance.
• Full-time job
• Location: Dnipro

 Deadline for application – 21st of July, 2022

Please note: Each application unanswered within 15 days after deadline must be considered as disestimated.