Admin/HR/Training Officer in ACTED

ACTED is a French NGO founded in 1993 that supports vulnerable populations affected by humanitarian crises around the world. ACTED provides ongoing support to vulnerable communities by ensuring the sustainability of post-crisis interventions and preparedness for the long-term challenges facing populations in order to break the cycle of poverty, promote development and reduce vulnerability to disasters. Our employees are always ready to respond to emergency situations, support and restore sustainable development through 450 projects in 43 countries.

The HR/Admin/Training Officer is responsible for managing all administrative and human resource matters for the ACTED as well as organizing and conducting trainings, workshops for ACTED staff all over Ukraine. 

Responsibilities

Trainings management

• Organize and conduct trainings and workshops according to the Annual Training Plan and by request of the stakeholders; 
• Facilitate the development of staff orientation materials, trainings systems etc.;
• Ensuring all staff understand Acted’s Code of Conduct and Organizational Policies, including providing relevant trainings to staff on these topics
• Maintain a training record for all staff, including all key information about the training provided and when – if applicable – any refresher training should be concluded.
• Participate in identifying training gaps for the relevant staff and support on the sourcing of relevant training materials.

Staff follow up

• Collect required forms/documents on a monthly basis and in a timely manner (and follow up directly where such forms/documents are not provided) – this includes all requisite documentation required for the timely payment of temporary / casual staff.
• Ensure that all required forms/documents are correctly filed and maintained securely in the area office in hard copy and in a digital format, meaning all staff records are kept up to date monthly.
• Ensure that all digital files are accurate and up to date and ready for processing; to ensure the payment of salaries and the reimbursement of expenses can be actioned on time each month.
• Maintain vacation and sick leave follow-up table and other required HR databases.
• Contribute to the accurate and timely updates of the central HR Directory.
• Contracts records keeping and accurate tracking.

Capacity Development & promoting staff welfare

• Ensure that staff appraisals are conducted on time and in a meaningful manner, in accordance with ACTED policies.
• Maintain a file of appraisal due dates and provide advance notice to Area Coordination (and the relevant technical manager, where applicable) of the date by which appraisals are due for all staff.

Reporting and support on other HR activities

• Prepare monthly HR reports using ACTED standard templates and according to ACTED policies.
• Prepare draft terms of reference for new positions in the Area team, to support a smooth recruitment and contracting of new staff. 
• Upon request support on the management of grievance issues or other staff complaints, at all times acting in a respectful and confidential manner.
• Upon request prepare administrative documents to support staff in field missions to locations outside Kyiv.
• Provide other administrative and HR support as reasonably requested by the Senior HR & Admin Manager.

 Experience and skills 

• Relevant degree and 2+ years professional experience working in human resources in Ukraine (including a strong expertise in Trainings).
• University level education in human resource management will be considered an advantage.
• At least 1 year of experience in the humanitarian and/or development sector (strongly preferred).
• Proven ability to work autonomously and take initiative in the development and implementation of tasks orientated towards staff welfare and staff capacity development;
• Proven ability to work in Microsoft Excel, Word and Outlook.
• Fluency in Ukrainian and a working knowledge of spoken and written English is required (and will be assessed via interview).
• Motivated to work as part of a teamwork in a multicultural environment, requiring flexibility and ability to work to tight deadlines;
• Willingness to travel to other ACTED/IMPACT field offices.

Увага! Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов'язані надати військово-облікові документи та оновити свої військово-облікові дані.

Attention! Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

Ми пропонуємо

– Офіційне працевлаштування;

– Регулярний перегляд заробітної плати;

– 28 календарних днів щорічної відпустки;

– 3 додаткові дні відпустки на рік згідно з внутрішніми політиками;

– Оплата лікарняних у розмірі 100% заробітної плати (до 15 днів на рік) згідно з внутрішніми політиками;

– Можливість працювати віддалено 2 дні на тиждень згідно з внутрішніми політиками;

– Медичне страхування та страхування життя після завершення початкового контрактного періоду;

– Комфортний сучасний офіс із зоною для відпочинку, де завжди доступні чай та кава;

– Дружня мультикультурна команда, яка підтримує розвиток і відкритість;

– Access to consultations with a professional psychologist to support mental health;

– English language courses to improve communication skills;

– Career prospects.

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”