HR & Admin Assistant in International Medical Corps

The International Medical Corps never requires contributions, payments or other monetary transactions from candidates. If you are asked for money in connection with employment, please report it to the International Medical Corps on the website for reporting misconduct: www.InternationalMedic alCorps.ethicspoint.com. Please do not submit your resume or application to this site, they will not be considered.

Job description:

The HR and Administration Assistant will work together with the MMK (International Medical Corps) team and provide supporting the MMK team in the daily life of the office, organizing paperwork, organizing trips, ensuring the reception of guests and translating documents, as well as helping the senior personnel management specialist in solving personnel issues.

To do this job successfully, a person must be able to perform every important function with or without necessary amenities.

Main Tasks and Responsibilities:  

Office organization and general administration

• Support in creating office processes and protocols in accordance with MMK standard operating procedures, including health and safety.
• Responsible for general office maintenance including re-ordering supplies, cleaning services and maintenance, maintaining accurate records.
• < span style="font-weight: 400; font-style: normal">Reception of visitors. 
• Providing translation services on demand, both written and oral in real time.
• Scanning and printing documents.
  

Tourist and visa supportimka:

• Provide effective support to international staff and visitors by providing visa
• Organization of transport and accommodation (taxi, hotels, tickets).
•  Other special duties as required.
  

Personnel management:

•  Assist the senior HR specialist in recruiting, selecting and hiring new employees, contractors and/or MMK volunteers in Ukraine and/or volunteers in the field office.
•  Assist the Senior HR Specialist in conducting induction training and familiarizing staff with updated instructions. Ensure the development of job descriptions for new positions, revision/revision of job descriptions for existing positions and translated as necessary.
• Assist the Senior Human Resources Officer and ensure that organizational structure and staff contact information, including field staff profiles are updated.staff contact information, including field staff profiles, on a regular basis.
  
• Verify that employees properly submit timekeeping data; verify that time recorded in timesheets is correct.
• Check that the time recorded on the timesheet is correct and allocated according to its category, for example, regular, overtime, vacation, sick, etc.
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• Assisting the Senior HR Specialist in tracking employee leave, preparing leave orders and leave schedules.
• Scanning of all personnel documents.
• Processing contracts for the provision of services and preparation of supporting documents if necessary.

Perform other duties as assigned. The duties and responsibilities listed herein reflect the nature and level of work assigned and are not necessarily all-inclusive.

Minimum requirements:

• Bachelor's degree in management (preferably HR), psychology or related field.

At an average level, you need adevelop knowledge.

• Ability to select and collect data for correspondence or reports.
• Ability to meet schedules and deadlines.
• Fluency in written and spoken English.
• Knowledge of basic computer programs (Microsoft Office).
• At least 1-3 years of experience in the field of office management.
•  Excellent interpersonal and communication skills.
•  Patience, persistence, proactivity, focus and ability to work under stressful conditions.< /li>
• Ability to take initiative and willingness to take on new responsibilities. High level of professionalism and high work ethic.
• Ability to prioritize work and work in multitasking mode in a fast-paced environment with changing priorities.
• Ability to work both independently and in a team

Code of Conduct

If this a supervisory position, one should set an example of ethical behavior through one's own behavior and by supervising the work of others; ensure that those who report to you have sufficient knowledge and resources to comply with the standards set out in the code of conduct and ethics; monitor compliance of subordinate employees; ensure compliance with the International Medical Corps code of conduct and ethics and policies, including safety policies and protection against humiliation, bullying and sexual harassment in the workplace, consistently and fairly; support employees who raise such issues or concerns in good faith.

Safety

All employees share a responsibility and a commitment to the safety and protection of the population we work with, including particularly vulnerable adults and children. This includes protecting against the following behavior of our employees or partners: sexual exploitation and abuse; labor exploitation, neglect or violence against children, adults at risk or LGBT representatives; any form of human trafficking.

Capability Level

International Medical Corps is proud to provide equal employment opportunity to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or veteran status.