Human Resources and 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. 

General purpose of the role:

Under the direction of the Support Services Manager, the HR and Administrative Team is responsible for recruitment processes, management of contracts, monitoring and processing of documentation in accordance with the policies of 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. 

> will:

• Coordinate the recruitment process for the region, including placing ads, preparing lists of candidates, organizing interviews, checking recommendations and drawing up 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 Central Office of the DRC.
• Perform the role of HR user in the DRC Dynamics, BAF (ERP) systems, including registration of admission, dismissal and furtherdrafting contracts, reviewing vacation requests and their approval, as well as managing payments and compensation.
• Coordinate the submission of health insurance information to the insurance company in accordance with changes in the list of employees; coordinate employee requests with insurance companies.
• Ensure record-keeping of all personnel information and its timely delivery to the relevant parties.
• Formulate all necessary agreements, permits and licenses required for DRB activities in the Kharkiv office within the established deadlines.
• 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) update of all administrative trackers as per requirements, including premises, payments, supplies and consumables.
• Ensure hands-on training for all HR and office administrative team and seek support from central HR as needed.

About you

To be successful in this position, we expect you to have at least 3 years of experience in HR, administration, information activities or related fields. In addition, we also expect you to the following:

• Higher education in the specialty "Personnel management and labor economics", "Legal science", "Documentation and information activities", "Accounting" or a related specialization.
• Excellent organizational and time management skills, ability to prioritize work and handle multiple responsibilities.
• High level of personal integrity, understanding of confidentiality and professional ethics.
• Excellent command of MS Word, Excel, PowerPoint and other online tools.
• Fluency in English and Ukrainian is required

For all positions of the DRB, the key competencies defined by the DRB are required:

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

Salary and conditions according to the Employment Conditions of the Danish Refugee Council.

Application Process:

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

Applications sent by email will not be considered

Application deadline: 9 March 2026

Please note that the selection of candidates will be held on on a permanent basis. DRB reserves the right to select a candidate before the vacancy closing date, as soon as a suitable candidate is identified.