HR/Admin Coordinator

 ADRA Ukraine is currently looking for an experienced HR/Admin Coordinator for the Project.

 Location: Kramatorsk with possible travels around Ukraine (GCA, NGCA).

 Starting date: ASAP

 ROLE PURPOSE:

Under the supervision of the Area Director in Kramatorsk, The HR Coordinator is responsible for planning and implementing recruitment and staffing strategies with special emphasis on creating and maintaining a well-qualified and diverse pool of candidates in a timely and cost effective manner for Field based departments/units in Donbass Area.  S/he will also be responsible for recruitment & selection process of staff and consultants for Field office; ensures that all employment and consultancy service contracts are managed in accordance to ADRA's standing policies and procedures; maintains proper documentation of the selection process and prepares periodic reports; performs other related tasks as required. Moreover, s/he will be responsible for properly administrating staff insurance as per the Human Resources Policy.

 SCOPE OF ROLE:

• Reports to: Donbas Area Director.
• Staff reporting to this post: Admin officer

KEY AREAS OF ACCOUNTABILITY:

• Staff Recruitment
• Engage in staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff.
• Implement staff recruitment and selection policies and procedures; and propose changes for effective staffing processes.
• Conduct preliminary screening of applications based on stated requirements and pass on long lists together with applications and CVs to hiring manager to do the shortlist.
• In consultation with Area Director, set up interview panels, organize and conduct job interviews.
• Design, develop and suggest recruitment solutions and networking techniques in the organization to ensure an efficient and fast process.
• Prepare recruitment planner, document and record the recruitment process.
• Raising Recruitment Planners & Purchase Request (with the help of an intern)
• Manage and monitor applicants tracking system to ensure process is being followed.
• Develop and recommend new forms, tests, systems and procedures to facilitate and improve recruitment process exploring the market's best practices in this field.
• Provide recruitment updates to hiring managers periodically on the status of staffing requests.
• Ensure that announcements are followed up, properly handled and short listing made on time in consultation with the hiring managers.
• Advise managers/coordinators in the different subsidiaries on the best recruitment and selection practices, establishing healthy working relationships with the department heads of different business units to manage the sourcing processes.
• Jointly with the recruitment panel, recommends suitable candidates and agrees on the hiring process with the Area Director.
• Ensure dissemination of job adverts through all appropriate channels including the full utilization of the social media, professional networks, associations and others depending on the targeted niches; and support advertising vacancies by drafting and placing job postings in a wide range of media (e.g. recruitment agencies, newspapers, websites, magazines).
• Suggest training needs on recruitment best practices and interviewing techniques.
• Provide/ensure training has been provided to the consultant before he/she starts the actual work.
• Performance Management
• Check that staff have set objectives (probation and new objectives for new year).
• Prepare a timetable with the timelines for performance appraisals-to be shared with Area Director for review and approval.
• Prepare and update a tracker on the performance appraisal process.
• Highlight the learning and development gaps from the performance appraisals and share with Area Director.
• Volunteers & Casuals Management
• In consultation with the Field & Programs Managers/coordinators, oversee the recruitment (engagement of volunteers) to ensure proper process is followed (advertising, interviews, reference checks and contracts are issued) or identifying suitable volunteers/Casuals from existing database.
• Ensure proper documentation of volunteers/Casuals are kept (contracts, signed policy documents etc.).
• Support managers with performance management of volunteers/Skilled casuals.
• Staff Relations
• In collaboration with Area Director, mediate conflicts, grievances and harassment cases.
• Ensure compliance with and promoting all ADRA policies such as Code of Conduct, Child Safeguarding, Protection, Fraud, and Health and Safety.
• Advising on staff relations issues.
• Facilitate and administer staff medical insurance schemes.
• Management & HR Planning
• Tracking trainings attended by staff, including e-learning programmes if any.
• Report to HR & Admin Director on a monthly basis on staffing trends, training statistics, recruitments resourcing plans, exit interviews, performance.
• Ensure staff personal files are maintained up to date and kept in locked cabinet to protect the private confidential information and maintain accuracy and integrity of data.
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 Competencies

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling ADRA values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.

Required Educational Qualification, Skills and Experience:

• Qualifications
• University degree in Human Resources Management, Business Administration, Social Sciences, or other related academic discipline, with a postgraduate specialization in Human Resources.
• EXPERIENCE AND SKILLS

Essential

• Minimum 8 years of professional experience.
• Excellent attention to detail, organizational skills and discretion with confidential information.
• Excellent interpersonal skills, managing staff effectively and working in team.
• Excellent experience of computerized accounts packages, Excel, PowerPoint and Word.
• a minimum of 4 years of experience in a corporate or an NGO environment, of which 3 years of experience in the same position.
• In-depth knowledge of employee relations and develop and maintain knowledge of current Ukraine employment legislation.
• Fluency in both Ukrainian and Russian.
• A high level of written and spoken English.