HR Assistant

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organization that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. INSO provides daily support to more than 1000 NGOs operating in 16 of the world’s most insecure countries. INSO is registered in the Netherlands with its headquarters based in The Hague, the international city of peace and justice. 

INSO Ukraine Country Office 

INSO Ukraine programme was established in 2015. Since the escalation of the conflict in February 2022, it has rapidly expanded to a full platform serving the needs of NGOs in a fast-evolving conflict. Currently, 142 national and international NGOs receive INSO services. Our country office is in Kyiv, supported by field offices in Lviv, Dnipro, and Odesa. The scale and intensity of the Ukraine conflict have seen significant humanitarian safety challenges. As part of INSO Ukraine, you will play a key role in supporting NGOs and helping aid to reach people in need.

Job Summary

The Human Resources Assistant supports the HR Unit in the daily operations and plays an essential role in providing high-quality HR services to the employees of the Country Office.

Major Responsibilities

RECRUITMENT:

• Provide administrative support with the full-cycle recruitment process: placing vacancy notices, collecting applications, communicating to candidates regarding the written test and interview arrangements; 
• Maintain recruitment files (electronic and hard copies) in accordance with the organization’s standards.

INTEGRATION AND ORIENTATION OF NEW EMPLOYEES

• Provide administrative support with the onboarding and integration of the new employees; 
• Assist with guiding the new employees on INSO HR policies and procedures;
• Assist with the work-place arrangements: in coordination with the Operations and IT Units prepare relevant equipment, request printing of ID and business cards for newcomers. 

MONITORING AND ADMINISTRATION 

• Ensure maintenance of employee personnel files (physical and electronic) in accordance with the organization’s standards; 
• Provide administrative support to international staff and foreign visitors (visa, residence permit, etc); 
• Collect relevant HR data such as absences, leaves, sick leaves, time records, per diem forms.
• Assist in maintaining document workflow for the Field monitors.

Mandatory Requirements

• Bachelor's degree in Management, Administration, Human Resources, or professional training deemed equivalent.
• Excellent command of English (written and oral) and other languages is an added value.
• Minimum two years of experience in a similar position.
• Solid knowledge of Ukrainian Labor Law.

Key Personal Competencies

• Ability to organize and manage priorities under the supervision of the Manager.
• Ability to process a large volume of information.
• Ability to work in a multicultural environment.
• Strong interpersonal skills, teamwork, and communication skills, empathetic. 
• Sense of discretion and confidentiality.

INSO’s Safeguarding Policy

INSO is fully committed to the safe recruitment, selection and vetting of all potential new staff, trustees and volunteers, and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process. 

Terms and Conditions 

12-month renewable contract with a 3-month probationary period.  Gross salary UAH 52’000, other benefits in line with the INSO Ukraine policy. Expected start date 05 December 2024.

How to apply

Please submit completed applications to  Відправити резюме  and reference ‘HR Assistant, Kyiv’ in the subject line. Applications should be in English and include: 

• An updated CV (maximum 3 pages). 
• A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role. 

Please do not send any additional information.  Only short-listed candidates will be contacted.