HR Associate

FHI 360 is a US-based NGO dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions.  FHI 360’s Crisis Response team is responding to the humanitarian emergency in Ukraine through an integrated health and protection program focused on decreasing morbidity and mortality among the conflict-affected population.  For more details, visit our website: www.fhi360.org  

POSITION OVERVIEW  

Under the supervision of the HR Manager, the HR Assistant is responsible for performing general human resources and administration functions and plays a key role in the overall HR functions including staff recruitment, contracts preparations, staff leaves/attendance and timesheets tracking. The HR Assistant will support program’s staffing needs and work closely with the HR Manager to comply with organizational guidelines. 

KEY RESPONSIBILITIES AND DELIVERABLES

• Creates and organizes the personnel files on SharePoint, Regular check of the completion of files and conducts regular HR-Audit and updating Audit Track as needed and requested.  
• Collaborates with Recruiting Officer to collect new hires employment data for HCN database management. 
• Prepare new hires employment contracts for review and approval by legal and contract officer; ensure the timely separation or renewal process of fixed terms contracts, if any. 
• Submit employee data and hiring documents for New Hires in human resource information systems (HRIS) processing required forms and data; keeps system updated for changes such as employee personal information changes, office location, promotion and separations; ensures employee and overall staffing is accurate in HRIS.Manage, and maintain accurate employee records, files and reports, including responsibility for the maintenance of personnel files; ensures file management confidentiality. 
• Follows up with HQs Employee Services Center (ESC) regarding new employee ID creation; follows up with IT representatives regarding new hires’ e-mail account creation and IT equipment step-up; works closely with HR Manager and IT to process sensitive separations. 
• Works closely with HR manager and serves as back-up point of contact for employees with HR-related questions. 
• Assists recruiting officer in reviewing job descriptions and advertise vacancies locally, as appropriate. 
• Works closely with HR Recruiting Officer to collects and creates a data base of job descriptions. 
• Provide administrative support to Timesheet Management system and create reports as needed. 
• Support Legal and Contracts HR Officer with regular audits of national staff timesheets and leave balances and in accordance with applicable laws of the country’s government and FHI 360 policies and procedures. 
• Prepares and manages employee enrollment to private health insurance; collects related documents for national staff. 
• Maintain lists of staff for different office locations in Ukraine and update changes as needed. 
• Keeps track of and collect employees onboarding documents.  
• Creates reports for mandatory trainings such as code of Ethics and Safeguarding.        
• Train the new hires on the usage of TESS  
• Update and maintain accurate records of HR and personnel files; 
• Support the recruitment process when needed and assist in the onboarding process. 
• Participate in the preparation of payroll (variable elements, use of electronic time, holidays, Social Security, absences ...) as needed. 
• Draft weekly and quarterly HR reports in close coordination with the HR Manager 
• Functions as initial point of contact for employees with HR-related questions. 
• Communicate effectively verbally and in writing to all staff on HR policies and procedures; 
• Additional tasks as requested.

DESIRED QUALIFICATIONS

• Bachelor's Degree or its International Equivalent 
• ** 0-3 years of experience providing HR administrative support with a focus on data management and HR information management, in an office setting.  
• Fluent in Ukrainian with oral and written proficiency in English. 
• Computer literate and proficient at using MS Word, Excel and Power Point. 
• Related HR specialized training.  
• Prior work experience in a non-governmental organization (NGO) a plus. 
• Ability to handle oral and written communications independently.  
• Ability to maintain confidentiality. 
• Works on assignments that are routine in nature.  
• Has ability to recognize situations that deviate from accepted practice and seeks managerial advice prior to taking action. Errors may negatively impact departmental functions and deadlines.  
• Works under direct supervision and follows specific instructions; work is subject to regular review.  
• Does not change procedures without supervisor’s approval.

Please email your CV and cover letter to  Відправити резюме   with ‘HR Assistant – [Dnipro]’ in the subject line.