HR & Admin Coordinator / HR and administrative expert in Save the Children

Save the Children International is a leading international humanitarian organization that has been protecting the rights of children around the world for more than 100 years. We work in more than 100 countries, responding to emergency situations, implementing innovative development programs and advocating for the interests of children at the global level.

Our activities in Ukraine began in 2014. Since then, we have greatly expanded our geographic presence, providing support to children and families affected by war. We work in areas such as education, child protection, food security and social support, and we also carry out advocacy activities aimed at ensuring lasting changes in the lives of children.

Purpose of the position:

Human Resources and Administration Expert provides effective, people-oriented and responsive support to the Southern Regional Office in the area of ​​personnel management and administrative processes. The position is of key importance to staff and department heads, as it involves comprehensive support in matters of recruitment, onboarding of new employees, labor relations, HR data management, as well as day-to-day administrative tasks - including organizing the office, coordinating logistics and providing travel and accommodation for employees. In close collaboration with the Regional Director, HR Manager and relevant departments, the incumbent ensures compliance with Ukrainian labor laws, Save the Children policies and internal operational standards. The Human Resources and Administrative Expert contributes to the creation of an effective, safe and inclusive work environment that allows employees to perform their duties well and achieve positive results for the lives of children.

Main Responsibilities

• Act as the main contact person on human resources and administrative issues for the Southern Regional Office, ensuring active communication with employees and effective provision of HR services in close cooperation with the Manager on the selection, supply and use of personnel.
• Ensure full compliance of personnel processes and documentation with the labor legislation of Ukraine and the internal policies of the organization.
• Coordinate the onboarding and offboarding processes of regional office employees, ensuring timely processing of all necessary documents and updating information in HR systems.
• Maintain accurate and complete personnel records, including personal files, personal cards (form P-2), employment contracts, additional agreements and personnel orders; ensure their proper archiving and transfer to the Central Office.
• Prepare, check and update personnel documents (employment contracts; orders on acceptance, transfer, change of working conditions, leave, dismissal, etc.) in accordance with the requirements of legislation and internal procedures.
• Maintain and control vacation schedules, registration of sick leave, records of benefits and insurance periods; if necessary, prepare references from the place of work and documents for the Pension Fund.
• Ensure timely provision of HR data, reports and consultations to teamsand regional management to support the decision-making process.
• Contribute to the development, implementation and periodic review of HR policies, procedures and business cases in order to increase efficiency, economy and compliance with legislation.
• Maintain consistency and order of personnel documentation and HR practices in the region, including compliance with requirements for the protection of personal data.
• Contribute to the implementation of strategic HR initiatives in coordination with Recruiting, Supply and Utilization Manager and support the Director of Human Resources and Administration in strategic HR planning.
• Participate in Save the Children organizational initiatives and global projects aimed at improving HR practices and improving the employee experience.
• Adhere to and promote Save the Children's Child Protection Policy, Code of Conduct, Harassment Prevention and other mandatory standards in day-to-day
• Perform other tasks as assigned by the Director of the Southern Regional Office or the HR & Admin department in accordance with the objectives of the position.

Administrative Responsibilities

• Oversee the daily administrative activities of the Southern Regional Office and guest accommodation.
• Initiate payment requests for all leased SCI premises (including international staff apartments, accommodation for visitors, office rent, etc.) and other related payments.
• Ensure that all relevant and correct documents are available to support all payments.
• Prepare monthly reports on corporate credit card usage, taxi expenses and contribute to the monthly budget planning of the field office.
• Supervise cleaners to ensure office and guest facilities are in good condition.
• Prepare and update administrative documentation, including supplier contracts, leases and other related documents.
• Organize and monitor all logistics and accommodation arrangements for staff and visitors.
• Ensure timely communication and coordination with the Supply Chain, Finance and Security teams for the smooth running of the office.
• Contribute to the development of operating budgets and assist in the preparation of reports for management and other interested parties as needed.
• Support the organization of events (trainings, conferences), meetings with key stakeholders, donors and partners; participate in meetings as necessary to provide appropriate support.

To be successful, you must have:

• Master's degree in business administration, social sciences or related field.
• At least 5 years of experience as an HR generalist or HR coordinator, preferably in an international organization.
• In-depth understanding of HR processes, including labor law of Ukraine, personnel selection, interaction with employees, compensation and benefits systems, interpretation of policies and organizational change processes.
• Ability to effectively interact and cooperate with managerssenior management, as well as contribute to the development of HR competencies in teams.
• Proactivity, ability to solve problems quickly, including risk assessment and minimization and adapt in a dynamic environment.
• Excellent communication skills (written and verbal) and the ability to provide clear, practical HR recommendations. 
• Developed presentation, facilitation and interpersonal skills.
• Ability to work in a team, ability to build positive working relationships at all levels of interaction.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and experience with digital platforms for HR processes and research. 
• Commitment to the principles of diversity, equality, inclusiveness and the mission and values ​​of Save the Children.
• Fluency in English (spoken and written); mandatory knowledge of the Ukrainian language.

We offer

• Official employment in accordance with the legislation of Ukraine
• International working conditions
• Working day from 9 am to 5 pm
• Medical insurance
• Life and health insurance
• Opportunities for training and professional development

Protection policy children:

We must ensure the safety of children, so our selection process involves rigorous background checks and reflects our commitment to protecting children from abuse. 

Ready to hire an employee with a disability.

If you are interested in the vacancy, send your resume in English by 11/30/2025. Please note that the position will remain open on the site until we have found a successful candidate.

Indicate your expected salary and level of English proficiency in your cover letter.