HR and Admin Assistant in The Lutheran World Federation

Position type and closing date     HR and Admin Assistant                                           

Responsibility level: Grade 3

Duty station: Kharkiv 

Starting date: as soon as possible 

Work time: 100%, Full time job 

Duration of Contract: 6 months contract with possibility of extension 

The closing date for applications: ASAP 

Reporting to: HR and Admin Senior Officer

LWF World Service is the internationally recognized humanitarian and development arm of The Lutheran World Federation (LWF). Today, LWF is a widely recognized international organization present in over 20 countries. In response to the crisis in Ukraine, LWF Ukraine has established a major humanitarian operation in Kharkiv City/Oblast in the areas of Shelter rehabilitation, Winterization, School shelter rehabilitation, Protection including Mental Health and Psychosocial Support (MHPSS), and Food and NFIs distribution. Previously, LWF Ukraine had extended humanitarian support in Chernihiv Oblast and is now conducting a needs assessment to expand humanitarian assistance to the affected population in Sumska Oblast. LWF Ukraine aims to support IDPs, returnees, and other affected communities in the Kharkiv and Sumska Oblasts. LWF Ukraine coordinates and works closely with the Government of Ukraine, local authorities, the LWF member church, ACT Alliance members, civil society organizations, UN inter-agencies, and other relevant stakeholders to ensure the effective implementation of its programs. 

PURPOSE: To support in maintaining accurate and complete HR documentation, as well as assist in the smooth daily office operations, in compliance with internal policies and requirements of Ukrainian legislation.

Functional Responsibilities   

1. Human Resources Administration 

• Maintaining and updating employees’ personal files (forms, applications, orders, copies of documents, employment contracts).
• Provide administrative support in preparing a recruitment for vacancies.
• Preparing HR orders on hiring, transfer, leave, business trips, and dismissal.
• Managing employment record books, personal cards (P-2, P-2DS), and ensuring proper archiving.

2. Military Records

• Maintaining military registration
• Checking military documents during hiring.
• Reporting changes on employees to the Territorial Recruitment Centers

3. Reporting to State Authorities

• Submitting employee hiring notifications to the Tax Service.
• Submitting reports to TCC and State Statistics Service (if applicable).

4. Leaves (annual, social, unpaid)

• Creating and monitoring annual leave schedules.
• Preparing leave orders.
• Arranging social leaves (for mothers/fathers, upon childbirth, marriage, or family bereavement). 
• Processing unpaid leaves in line with Ukrainian labor law.

5. Time and Sick Leave Records

6. Document Archiving

• Forming and storing personal files, preparing file inventories, transferring them to archives.
• Ensuring protection of personal data in line with the Law of Ukraine.

7. Office Functioning

• Ensuring the smooth daily operations of the office, including :

 Purchase of office supplies, water, coffee, household supplies, and stationery supplies, and keep inventory records.

• maintaining an organized, functional, and safe working environment.
• supporting day-to-day operational needs as they arise

8. Documentation and Document Handing

• collecting, registering, organizing, and transferring documents (both digital and hard copies);
• ensuring timely circulation and archiving documents;
• supporting the documents workflow for Kyiv operations and liaising with the designated documentation focal point in Kyiv;
• ensuring that the Kharkiv office provides required documents and maintains communication regarding document flow.

9.   IT Access and Basic Technical Support

• assisting staff in obtaining or adjusting access to internal systems (Microsoft, Adobe, SharePoint, email, etc.);
•  coordinating with the IT focal point or external IT support to resolve technical issues.
•  supporting account creation, password resets, and access deactivation when needed.

10.  Ensuring corporate mobile communication

• preparing and submitting requests for new mobile numbers.
• Maintaining records of corporate SIM cards and mobile devices.
• Ensuring timely balance top-ups and controlling monthly costs.
• Arranging SIM replacement, recovery of lost numbers, blocking/unblocking services.
• Communicating with the mobile operator regarding technical or financial issues.

Education/Experience/Language Requirements:

• Bachelor’s degree in human resources management, administration, management or related fields
• Minimum 2 years of experience in HR administration, preferably in a humanitarian organization
• Knowledge of labor legislation of Ukraine
• Ability to work with confidential information
• Proficiency in MS Office
• Fluency in Ukrainian and working proficiency in English (both written and spoken).

Competencies:  

• Attention to details, responsibility and strong organization skills
• Service oriented approach
• Result-oriented and team player

 What we offer:  

• Competitive salary for the right applicant. 
• Good working conditions in  an international environment. 
• Opportunities for professional growth and self-development. 
• Medical insurance for the position holder and his/her family. 
• Remote work for necessary 
• 24 days of annual leave (2 days for each worked month). 

How to apply: Please send your CV and a covering letter in English to [email protected]  Subject line should contain “HR and Admin Assistant ”. Only short-listed candidates will be invited for interviews.