HR and Administration Technical Assistant Nort-East Ukraine Kharkiv at Norwegian Refugee Council

Overview

The role of the HR/Admin Technical Assistant is to perform HR and Admin related tasks in the day-to-day
basis for the Field Office.

Responsibilities

Generic responsibilities
• Adhere to NRC policies, tools, handbooks, and guidelines. • Implements independently procedures and activities within own function as delegated.
• Responsible for organizing and delivery of tasks in line with priorities and standards.
• Develop and maintain knowledge of the specialist area of work in which technical assistance and support is being provided, to be most effective in supporting the team.
• Use initiative in day-to-day problem solving in line with agreed procedures, priorities, and standards for the area of work.
• Prepare and develop status reports as required by management. • Ensure proper filing of documents. • Promote and share ideas for improvement in your area of expertise.

Specific responsibilities

HR:

• Responsible for maintaining accurate data in the HR Database (People System, filing tree, excel database)
• Responsible for proper documentation and filing (i.e. personnel files, hard and electronic, timesheets, attendance sheets, overtime, leave requests, staff trackers, etc.)
• Responsible for the proper filing of recruitment documents
• Supporting hiring and resignation processes in accordance with procedures (creating a contract, updating trackers, filling out established forms, updating trackers, etc.)
• Supporting of the induction process
• Supporting of vacation and sick leave processes in accordance with the procedure
• Creation of HR orders (vacation, business trips, etc.)
• Tracking the attendance of the NRC’s mandatory trainings
• Verifying the correctness and signing timesheets of Kharkiv office employees

Admin:

• Maintaining the life of the Kharkiv Field Office:
− Purchase of necessary goods (cleaning supplies, small appliances and furniture, kitchen utensils, stationery, tea, coffee, water, etc.) and preparing a payment package documents.
− Organization of minor repairs
− Support in proper storage of office supplies
• Maintaining the accommodation of the international staff (items missing or that need to be replaced/repaired)
• Search for office premises, guesthouses, apartments, and support in concluding of the agreement and further extension.
• Managing a multi-purpose cash advance if necessary
• Responsible for organization of business trips for employees of the Kharkiv Оffice (booking hotels)
• Organising requested workshops, trainings, and events.
• Responsible for updating and filing of Admin files.
• Other tasks related to HR/Admin responsibilities.

Requirements

Context/specific skills, knowledge, and experience:

Qualification requirements:

• Bachelor’s degree and above in relevant field
• Years of Experience - 1
• Experience of working in HR and Admin field
• Confident user of MS Office
• Confident level of spoken and written English

Behavioural Competencies :

• A high commitment to confidentiality
• Coping with change
• Communicating with impact and respect
• Planning and delivering results
• Empowering and building trust
• Managing resources to optimize results