Under HR and Administration Manager supervision HR/Admin Assistant is responsible for administrative and human resource matters for the Kiev office and field bases according to ACTED guidelines.
 

Responsibilities

Administration:

• Assist HR & Admin Officer for preparing all administrative letters;
• Assist HR & Admin Officer in order to make sure that all Admin FLAT procedures are implemented and following regularly;
• In charge of contract making and / or renewal as and when requested by Senior Officer HR and Administration ;
• Update the staff follow up tables with logistics and finance.

Filing:

• Assist Senior Officer HR and Administration in filing physically and electronically all administration and HR files in capital office.

Recruitment:

• Prepare vacancy announcements for recruitment of national staff and circulate through relevant channels;
• If requested by Senior Officer HR and Administration, take part in interviewing candidates;
• Inform candidates about result of interviews and follow up hiring of successful candidates;
• Check references of candidates.

Attendance and Timesheet Management:

• Keep updated the Staff Data file, 1C database;
• Collect attendance sheets, leave request and timesheets forms and other required forms on a monthly basis;
• Provide technical support to all staff as per need basis to fill-up and manage timesheet;
• Receive all signed Attendance and Timesheet, ensuring proper information; make coherence checks and shares inconsistencies with the finance team;
• Prepare Attendance and Timesheet Consolidated file for Kyiv office;
• Assist Senior Officer HR and Administration in filing, storage of attendance sheets, leave request and timesheets forms and other required forms in the capital office.
• Electronic Archiving
• Assist HR & Admin Officer in scanning and storing of personal files and other HR data.
• Any other tasks assigned by line manager

REQUIREMENT:

EDUCATION: Bachelor Degree in Human Resources, Accounting or Business Administration;

EXPERIENCE: Minimum 1 (one) year of proven work experience as an HR administrative assistant, Payroll Assistant, etc. Experience in Timesheet / Cost Allocation Management in INGO/NGO will be an advantage.

SKILLS:

• Hands-on experience with Payroll, HR data or accounting software (SAGA, 1C, etc.);
• Advanced knowledge of Microsoft Excel
• Strong math skills with an ability to spot numerical errors
• Good knowledge of labor legislation
• Extreme attention to details
• Intermediate level of English

Conditions

• Official employment according to Ukrainian legislation;
• Regular performance evaluation and salary increase;
• 28 days of paid vacation per year;
• Friendly international team of professionals;
• Cosy office in the central part of the city;
• Flexible working hours;
• Career development possibilities;
• Medical insurance in 6 month of work with ACTED.

Applications only in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview.

[email protected]