Assistant HR manager | HR Assistant - National Position in Malteser International

Malteser International is an international humanitarian aid organization operating under the auspices of the Sovereign Order of Malta. For more than 60 years, we have provided relief and recovery support to people during and after conflicts and disasters around the world. Christian values ​​and humanitarian principles form the basis of our activity. In more than 30 countries in Africa, the Americas, Asia, Europe and the Middle East, we support people in need, regardless of their religion, background or political beliefs.

Since the start of the war in eastern Ukraine in 2014, Malteser International has been working with three local partner organizations in the field of mental health and psychosocial support (MHPSS). Since the full-scale invasion on 24 February 2022, Malteser International has rapidly expanded its humanitarian operations to respond to the growing needs across the country, partnering with more than 8 local organizations to provide critical assistance to people affected by the crisis. Today, Malteser International's humanitarian response includes the distribution of food, hygiene kits, winter kits, housing assistance and MPCA in hard-to-reach areas of Eastern and Southern Ukraine to reduce challenges and risks to people's lives. The international network of the Order of Malta supports people affected by the war in Ukraine and will continue to do so as long as help is needed.

To implement its activities in Ukraine, Malteser International is looking for an Assistant HR Manager who will work under the direction of the HR Manager. The position involves providing administrative and procedural support within various HR functions. Key responsibilities include supporting recruiting and hiring processes, coordinating onboarding activities, maintaining personnel records, coordinating timekeeping and vacation administration. The position also involves helping to ensure compliance with national labor laws and Malteser International policies.

Essential Duties and Responsibilities

1. Recruiting and hiring

• Provide technical support to the HR Manager in the preparation of job descriptions: formatting documents, integrating comments from department heads and ensuring compliance with approved templates and standards.

• Prepare draft job announcements based on standard templates, approved job descriptions and recruitment request forms (RRF); publication is carried out by the HR Manager.

• Coordinate the organization of interviews: coordinating the schedule with selected candidates, preparing materials for interviews and ensuring timely communication with candidates and commission members.

• Update recruiting trackers indicating the status of candidates, interview results and relevant dates.

• Organize and lead recruiting cases, ensuring proper storage and scanning of all accompanying docketmentation.

• Ensure proper archiving and scanning of all employment documentation in accordance with MI procedures and personal data protection standards.

2. Onboarding

• Assist the HR Manager in preparing and formatting materials for onboarding and onboarding new employees according to approved templates.

• Distribute onboarding materials to new employees and ensure access to necessary resources, documents and systems according to the checklist.

• Coordinate the onboarding schedule: booking meetings in Outlook/Teams, sending invitations and control of the induction process within the established terms.

3. Probationary Period

• Organize probationary evaluation meetings in coordination with department heads and new hires.

• Keep track of probationary periods and send reminders to supervisors.

• Distribute probationary evaluation templates and instructions.

• Monitor timely submission of completed evaluation forms (initial, intermediate, final).

• Archive documents related to the probationary period in personal files and update relevant trackers.

• Ensure proper scanning and storage of documentation.

4. Timekeeping

• Collect and review timesheets monthly before sending to accounting for payroll.

• Control attendance records (start and end times).

• Track remote work requests.

• Resolve data discrepancies with employees or managers.

• Remind employees about timely submission of report cards.

• Ensure proper storage of documents for audit and payroll purposes.

• Instruct new employees on filling out report cards.

5. Leave management

• Keep track of all types of leave: annual, sick, gender-specific and other statutory leave.

• Ensure correct registration and processing of leave applications in accordance with MI policies.

• Check and calculate entitlement to annual leave in accordance with employment contracts.

• Monitor approval vacations and the availability of the necessary documentation.

• Keep records of sick leaves and independent confirmations.

• Archive vacation documentation.

• Assist in the calculation of vacation balances for payroll accounting and reporting.

• Provide employees with information about the remaining vacation days upon request.

Necessary knowledge and skills

Qualification requirements

• Bachelor's degree in HR or related field.

• At least 3 years of relevant experience in HR, including at least 1 year in a similar role in an international NGO.

Employment at Malteser International

Malteser is an equal opportunity employer and welcomes applications from all candidates regardless of gender, creed or origin.

Malteser International is committed to protecting people within its programs from exploitation, violence and sexual harassment and has policies in place to address this commitment (including the Code of Conduct) that define the expected behavior and responsibilities of all employees, consultants and other representatives of the organization. Malteser International conducts reference and background checks on all employees (including criminal record checks for certain positions). Any candidate offered a job at Malteser International will be required to sign the MI Code of Conduct as an annex to their employment contract and agree to act in accordance with the provisions of this document.

Whether you work as a specialist in an overseas mission or in one of our regional offices, we offer a challenging and dynamic work environment within an experienced international team. More than 1,000 national and international staff are currently working in various crisis and disaster-affected regions around the world, as well as in our regional offices in Cologne and New York. For more information, please see the materials here.

If you wish to apply for this position, please submit a package of documents (resume, cover letter) by March 8, 2026 through our online job portal using link:

https://jobs.malteser-international.org/de/job-offer-list/job-detail/HR-Assistant-National-Position-755.html

HR Assistant - National Position

Malteser International is the international humanitariann relief agency of the Sovereign Order of Malta. For over 60 years we provide relief and recovery for people during and following conflicts and disasters around the world. Christian values and humanitarian principles form the foundations of our work. In over 30 countries in Africa, the Americas, Asia, Europe,  and the Middle East, we support people in need – regardless of their religion, origin or political convictions.

Since the start of the war in eastern Ukraine in 2014, Malteser International has been working with three local partner organizations in the sector of mental health and psycho-social support (MHPSS). Following the full-scale invasion on 24 February 2022, Malteser International has expanded its humanitarian support rapidly to address the growing needs across the country in partnership with more than 8 local partners to provide critical support and relief to people affected by the crisis. Today, Malteser International’s humanitarian response includes distribution of food, hygiene items, winter kits, Shelter and MPCA to hard-to-reach areas in Eastern and Southern Ukraine to alleviate challenges and risk of people lives. The international network of the Order of Malta stands with the people affected by the war in Ukraine and will continue to do so for as long as help is required.

For its work in Ukraine Malteser International is looking for a HR Assistant - National Position.

HR Assistant works under the supervision of the Human Resources Manager. The HR Assistant provides administrative and procedural support across a range of HR functions. Key areas of responsibility include supporting recruitment and hiring processes, coordinating onboarding activities, organizing employee records, coordinating time and attendance tracking and leave administration. The role also contributes to ensuring compliance with national employment legislation and adherence to Malteser International policies.

Your responsibilities:

• Recruitment & Hiring: Support preparation of job descriptions and job adverts, coordinate interviews, update recruitment trackers, and maintain accurate recruitment files in line with procedures.
• Onboarding: Prepare and share onboarding materials, ensure system access, and coordinate induction schedules and completion tracking.
• Probationary Period: Schedule and track probation reviews, circulate templates, follow up on completed forms, and file all probation documentation.
• Time and Attendance: Collect and verify timesheets, monitor attendance and remote work records, resolve discrepancies, support payroll submissions, and guide staff on timesheet procedures.
• Leave Management: Track and process all leave types, calculate entitlements and balances, monitor approvals, maintain records, and support payroll and employee queries.

Your profile:

• Bachelor’s degree in Human Resources or a related field.
  Minimum of 3 years’ relevant HR experience, including at least 1 year in a similar role within an international NGO. 
• Proficient in Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint.
• Basic understanding of HR administrative processes such as recruitment support, onboarding coordination, time and attendance tracking, leave management, and probation monitoring.
• Experience with tracking systems for timesheets, leave balances, and employee records.
• Ability to prepare, format, and maintain HR documents accurately using standard templates and guidelines.
• Knowledge of data protection principles and confidentiality requirements related to employee records and HR information.
• Strong attention to detail and commitment to accuracy in all tasks.Good communication and interpersonal skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive HR information with discretion.
• Good organizational skills with the ability to manage multiple tasks and meet deadlines.
• Fluency in Ukrainian and English, both written and spoken.

What we offer:

• Start Date: middle of March 2026
• Duty Station: Kyiv
• Duration of contract: 1 year
• Salary according to qualification and experience, starting from 1167,52 EUR gross
• Medical insurances, PSS
• 36 day per year AL + internal benefits

Working for Malteser International

Malteser is an equal opportunity employer and welcomes applications from all people, regardless of gender, confession or origin.

Malteser International is committed to safeguarding people within our programmes from exploitation, abuse and sexual harassment and has specific policies on this commitment (including a Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. Malteser International conducts reference and background checks for all staff (including criminal records check for specific roles). Any candidate offered a job with Malteser International will be expected to sign MI’s Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these document

Whether you work as a specialist on overseas service or in one of our regional offices - we offer you a challenging working environment in an experienced international team. More than 1,000 national and international staff are currently deployed in various crisis and disaster areas around the world as well as in our regional offices in Cologne and New York City. For more information please have a look here.

How to apply:

If you are interested in this position, please apply online at our job portal. Kindly submit your extensive application (CV, letter of motivation, copies of diplomas and three professional references) until 08.03.2026.

https://jobs.malteser-international.org/de/job-offer-list/job-detail/HR-Assistant-National-Position-755.html