HR & Administration Team Leader in Danish Refugee Council / Danska Rada u spravah bizhenciv v Ukrayini

The Danish Refugee Council (DRC)is an international non-governmental organization that promotes and supports long-term solutions to the problems faced by refugees and internally displaced persons worldwide. 

DRB is currently looking for a proactive and detail-oriented HR and Administrative Group Leader to join our team in the city of Sumi.

General purpose of the role:

Under the direction of the Manager of administrative and economic activities (Support Services Manager), the head of the HR and administrative issues team is responsible for the coordination and management of the work of the HR team and the administrative issues team, in particular for the processes of recruitment, management of contracts, monitoring and registration documentation in accordance with the policies of the DRB and the legislation of Ukraine. Duties also include the administration of such processes as renting premises, registering foreign colleagues, organizing events, booking trips and keeping records of administrative stocks. 

Your main duties in the position will be:

• Lead the recruitment process for the region, including advertising, shortlisting, interviewing, verification of recommendations and preparation of relevant documentation.
• Ensure compliance of personnel documentation with legislation in the field of labor law and personal data protection. Interact with other DRB offices in Ukraine for the timely and accurate exchange of documentation.
• Perform hiring, transfer and dismissal of employees in accordance with labor legislation, regulations, instructions, as well as the orders of the head of the Representative Office.
• Form and manage personal files of employees, ensure timely sending of these cases to the Central Office of the DRB.
• Ensure compliance with the Leave Policy by all DRB employees in the area of responsibility
• Prepare internal orders and transfer them to the archive of the DRC Central Office.
• Perform the role of HR user in the DRC Dynamics (ERP) system, including the processing of admissions, dismissals and renewals of contracts, verification of leave requests and their approval, as well as the management of payments and compensations.
• Coordinate the submission of health insurance information to the insurance company in accordance with changes in the list of employees; coordinate employee inquiries with insurance companies.
• Prepare and submit required monthly reports for audit purposes.
• Ensure record keeping of all human resources related information and its timelysending to the relevant parties.
• Formulate all necessary agreements, permits and licenses necessary for the activities of the DRB in the office of Sumy, within the established terms.
• Create and maintain an effective document storage system, including archiving of key materials. 
• Ensure monthly updates of regional office staff rosters.
• Manage the work of the administrative team and provide technical support for finding new premises, booking accommodation and tickets.
• Ensure compliance with DRB and donor procedures and use cost-effective processes at all times.
• Ensure timely completion and submission of required administrative reports.
• Ensure regular (weekly and monthly) updates of all administrative trackers as per requirements, including premises, payments, supplies and consumables.
• Ensure hands-on training for all HR/Administrative team in the region and seek support from central HR as required.

About you:

To be successful in this position, we expect you to have at least 3 years of experiencein HR, administrative, information work or in a related field. In addition, we also expect the following from you:

Mandatory requirements:

• Higher education in the specialty "Personnel management and labor law", "Law", "Documentation and information activities", "Accounting" or in a related field industry.
• Excellent organizational and time management skills, ability to effectively prioritize and multi-task.
• Strong sense of personal integrity, understanding of confidentiality and professional ethics.
• Excellent command of MS Word, Excel, PowerPoint and other online tools.
• English and Ukrainian language skills required.

All DRB positions require their incumbents to possess key competencies defined by the DRB:

• Strive for excellence: Focus on achieving results with while simultaneously ensuring the efficiency of processes.
• Collaboration: Involving relevant parties and encouraging them to provide feedback.
• Initiative: Personal control of the situation and taking the initiative, with simultaneous striving for innovation.
• Communication:Ability to listen and speak effectively and honestly.
• Integrity:Upholding and promoting the highest standards of ethical and professional conduct in relation to DRB's values ​​and Code of Conduct, including protection from sexual exploitation, violence and harassment. 

Application process

All applicants must send a cover letter and an updated resume (no more than four pages) in English. 

Applications sent by email will not be considered. Application deadline: December 7, 2025. 400; font-style: normal"> Please note that the selection of candidates will be carried out on an ongoing basis. DRB reserves the right to select a candidate before the vacancy closing date, as soon as a suitable candidate is identified.