HR & Admin Assistant (Kyiv)

Polish Humanitarian Action (PAH) is looking for Human Resources & Administrative Assistant to support and improve HR and administrative processes and operations in Ukraine. 

General information:

Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with mission in Ukraine

Position: HR & Admin Assistant 

Location: Kyiv

Job terms: Full time

Type of job: Labor contract

Duration:  3 months with possibility of extension

Starting date: ASAP

We strongly encourage qualified candidates to apply immediately as applications will be reviewed on a rolling basis.                                                                                                                                     

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization that provides humanitarian and development assistance worldwide. Since 1992, PAH has operated programs in 46 countries, supporting sustainable and stable development of regions suffering the consequences of armed conflicts, natural disasters and other humanitarian crises. 

Operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection/Advocacy, WASH, Food Security/MCPA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly.

Visit www.pah.org.pl for more information.

Key Duties and Responsibilities

HR

• Managing recruitment process: conducting reference checks.
• Managing induction, onboarding process and training schedules for new staff, ensuring new employees and contractors have all the information and tools they need to be productive from their first day. 
• Managing personnel (HR)-related issues: drafting of orders over department, maintaining of timesheets and attendance lists. 

• Ensuring proper and accurate tracking of all kind of staff leaves (vacations, sick leaves, etc.).

Administration

• Preparing and managing all service contracts, as well as contracts with the suppliers (including all necessary annexes).
• Monitoring contract’s expiration periods. 
• Preparing acts of acceptances in relation to the signed contacts. 
• Ensuring timely processing of new contracts and contracts' extension. 
• Registering contracts (all types) in contracts’ register, scanning and placing them on Google Disc.  
• Preparing the following HR/Admin documentation on Google Disc according to the requirements of the donors: attendance lists (local and field staff); tracking and verifying of the timesheets (local and field staff) and making sure that they are duly signed, scanned and placed on Google Disc. 
• Collecting all documents related to administrative costs of the Mission (all costs to be allocated among projects) and registering all these costs in proper Mission’s tools. 

• Providing administrative support and overseeing appearance and functionality of the office. 

• Managing office supplies.

• Supporting arrangement of travel for HQ staff (transportation, accommodation). Organization of the division’s events, booking of hotels for guests within the scope of responsibilities.

• Supporting arrangement of events (local and field training, meetings etc.)

• Looking for and organizing new working/living space if a need arises, negotiating with landlords.

• Coordinating the exchange of documentation with the main office.

• Performing any other tasks as assigned by the Supervisor.

The successful candidate will be selected based on the qualification requirements described below:

• Ukrainian citizen with a native level of Ukrainian and Russian

• 1-2 years experience in an administrative support role

• Good knowledge of English (spoken and written)

• Able to work in and network with a multicultural team

• Responsible with a highest level of personal integrity

• Strong interpersonal, communication and networking skills

• Attention to detail and process

• Ability to work independently

• Outstanding computer skills, including knowledge of MS Office, MS Teams, and Google Workspace, as well as ability to quickly learn new software systems

• Exceptionally well organized

• Strong organizational skills and ability to work against tight deadlines and under stressful conditions

• Sound understanding of local context

• Enthusiastic and eager to learn new things

How to apply

Please fill in the online application form and submit your resume (max 2 pages) and cover letter in English no later than January 31th 2023. In your cover letter please indicate your earliest possible start date.

Please note that only short-listed candidates will be notified.

Due to the urgency to fill the post, applications will be reviewed on a rolling basis. PAH reserves the right to close the job opening before the deadline.