1. Role and responsibilities

The HR Admin Technical Assistant will be responsible for the day-to-day implementation of HR and Admin work at the Area level.

Generic responsibilities:

• Adhere to NRC policies, tools, handbooks and guidelines.
• Assist a range of support with the implementation of the support function portfolio according to plan of action.
• Independently implement procedures and activities within own function or core competency as delegated.
• Responsible for organizing and delivery of tasks in line with priorities and standards.
• Use initiative in day-to-day problem solving in line with agreed procedures, priorities and standards for the area of work.
• Collaborate with relevant departments & focal points.
• Promote and share ideas for improvement in your area of expertise.

Specific responsibilities 

• Perform all administrative tasks to ensure the smooth operation of Shostka Field Office: ordering cleaning supplies, office supplies and consumables; management of lease and security agreements for Shostka office by preparing the agreements, submitting PR/PO necessary for payments, being the focal point for the office Landlor, preparing lease amendments (extension, termination, other changes of the agreement).
• Oversee the cleaner tasks
• Assist in drafting letters, cover letter for official correspondence.

Reply to general information requests with accurate information. Sending, receiving, distributing and filing incoming and outgoing correspondence.

• Organize events and meetings in Shostka hromada (finding venue, organizing catering, processing the payment).
• Booking accommodation in Shostka for NRC staff and visitors if needed
• Provide research and administrative support when necessary.
• Timely reconciliation of cash advance if taken.
• Collecting signatures, scanning the timesheets relate to Shostka
• Providing/Printing documents required onboarding process for every newly recruited staff (employment agreement, mandatory policies, collecting signatures, archiving, sending hard copies CO).
• Archiving applications related to contract termination, submitting for signature termination order and sending the hard copy to CO.
• Preparing business trip orders, collecting the signatures, archiving.
• Updating leave tracker for Shostka staff, collecting signatures on leave orders.
• Perform other relevant tasks as requested by the Line Manager / ASM / AM.

 

2.

Competencies

1. Professional competencies 

• Bachelor’s degree in relevant field. University degree will be an asset.
• Minimum 1 year of similar work experience.
• Experience working in a humanitarian organization will be an asset.
• Experience working in a complex and volatile context.
• Basic in English, fluent in Ukrainian, written and spoken.

2. Behavioural competencies

• Strong organizational and planning skills
• Strong networking and negotiations skills.
• Resilience and ability to work in insecure environment with challenging workload.
• Ability to work independently and proactively.