Human Resources Manager

Medicos del Mundo

Чернівці

Повна зайнятість

Офіс в центрі

Медичне страхування

MISSION

MdM has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the Eastern part of Ukraine (Luhansk and Donetsk oblast, government, and non-government-controlled areas – GCAs and NGCAs). The program is implemented around three main components: direct delivery of services through multidisciplinary mobile units (including primary healthcare services (PHC), sexual and reproductive health (SRH), Mental Health and Psychosocial support services (MHPSS) and gender-based violence (GBV) response services); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy. In addition, MdM support to the health system in response to COVID-19 pandemics in Eastern Ukraine.

In November 2020, MdM launched a 3-year project funded by the German Federal Ministry of Economic Cooperation and Development (BMZ) having for an objective to increase resilience of communities and the local health system in Donetsk and Luhansk region (GCA) by improving availability and access to quality healthcare services to meet health needs of the conflict affected population with a special focus on vulnerable groups (people with disabilities, women, elderly people). The project will link MdM humanitarian assistance with transitional aid/development activities resulting in creation of a sustainable access to health and social services in communities affected by the conflict.

GEOGRAPHICAL SCOPE OF INTERVENTION:

Human Resource Manager (HRM) is based in Sieverodonetsk or Kyiv with 1 week stay in Bakhmut, with regular visits to field locations.

ORGANIZATION CHART:

HRM is under direct and technical supervision of Administrative Coordinator.

HRM is line manager of Human Resource Officer based in SVD.

JOB SUMMARY:

Under the supervision of the Administrative Coordinator, the HRM is responsible for the technical management of human resources to secure the effective and efficient implementation of the mission’s HR strategy in conformity with the legal and internal frameworks defined by the MdM in Ukraine

FUNCTIONS:

Contributing to the drafting and implementation of the Country’s strategy, administrative and HR aspects

Define the objectives, action plans and indicators corresponding to the mission’s strategy for the Human Resource Department
Analyse the outcomes of the previous period and define new priorities and approaches in liaison with the administrative team and Administrative Coordinator
Monitor the country’s developments (political and legal context, legislation, etc.) and update Administrative Coordinator and others as applicable
Participate in the development of the mission’s long-term strategy

Participating in the definition and application of the country’s contractual framework, HR policies and processes

Define, monitor, and strengthen the country’s HR policies and procedures as per mission’s principles (recruitment and mobility, induction, remuneration and social security policy, management of skills/training) in liaison with Administrative Coordinator and the Coordination team
Manage the HR recruitment interviews and integration processes
In close coordination with Field Coordinators and Admin Coordinator, calculate the HR operational needs and the associated budget to efficiently ensure the required sizing and capabilities of the project and to facilitate budget following-up.
Support the coordination team on set up (organizational chart) and together with Admin Coordinator, update the project’s organizational chart and job descriptions.
Develop/ review the salary scale and develop tools as per MdM salary policy for national staff
Manage the national staff annual pay increase and salary review process
Ensure that the policy for social security and health coverage for national staff is in place
Support team managers with the career management of staff (promotions, internal mobility)
Identify training needs in line with the mission’s strategy and draw up the training plan for validation by the Mission’s Training Committee and Coordination team
Define/Review the contractual frameworks (Internal regulations, national staff Conditions of Employment, etc.) and define and implement the corresponding HR processes
Train managers in the country’s HR policies and processes and support their implementation within the managers' teams
Update and train staff on HR policies, processes, and procedures
Guide Coordination team and line managers on HR processes such as recruitment; induction; staff development; performance management; reward etc.
Coordinate new HR initiatives from HQ and/ or the MdM Coordination team

Ensure/guarantee national and expatriate personnel administration

Define and ensure the application of internal regulations and national personnel employment terms and conditions of engagement
Guarantee the administration of national staff: employment contracts as well as job descriptions
Guarantee the preparation and distribution of national personnel payroll
Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to the labour law of Ukraine, archiving and updating individual employee files, ensuring that employees are informed on their rights and preparing all mandatory tax declarations, to ensure legal compliance
Guarantee the management of the healthcare coverage
Manage national personnel disciplinary procedures and support line managers in these procedures
Update HR management charts and send them to the HQ on a quarterly basis
Support Field Coordinators and/or team leaders and supervisors to draw up annual holiday planning and staff shifts to forecast HR needs and to ensure HR availability for the project activities
Act as the staff's primary contact person for questions on employment law or staff management (internal regulations)
Ensure the filing and archiving of national staff and expatriate files is done on a yearly basis

Ensuring compliance with country’s administrative and legal framework

Ensure the management of archives and the security of the mission's documents (staff personal files)
Ensure compliance with legal obligations tax obligations (HR, administrative, etc.) through external sources of support (lawyers, local accountant, workplace inspectors, etc.) and accord particular attention to the legality of contracts
Ensure compliance with the new digital systems related to personnel administration
Be aware of what other organizations are doing and take part in network activities concerning legal and HR issues
Ensure compliance with internal, legal and donor regulations when drawing up Consultant contracts
Monitor changes in employment law and other NGOs practices and inform the Administrative Coordinator accordingly.
Ensure compliance of expatriate staff with relevant country immigration law;
Introduce all legal set ups required under national law (such as a staff register) and any monitoring tables required for the proper management of the mission’s HR
In close collaboration with the Field Coordinator and Admin Coordinator, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and MdM.
Ensure national staff annual leave follow-up and planning

Manage the Mission’s HR team

Supervise and lead the country’s HR team, set objectives, and assess direct reports
Manage direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validate disciplinary procedures with the Administrative Coordinator
Oversee the team's career development: define training needs and provide coaching and guidance on professional development

HIERARCHICAL & FUNCTIONAL LINKS

Administrative Coordinator

REQUIRED QUALIFICATIONS:

Academic background: Bachelor’s Degree in Human Resources, Business Management, or related fields. Master’s degree is a bonus

REQUIREMENTS:

Language requirements:

Ukrainian and Russian
English advanced (written and oral).

Computer requirements: Competency in Microsoft Office Environment.

EXPERIENCE:

The successful candidate must have:

Minimum of 3 years of progressive experience in the HR and administrative field related positions.
Experience working with NGOs is highly desirable.

COMPETENCE PROFILE:

Ability to work quickly, under pressure, and with short deadlines.
Ability to manage emergency situations and remain calm.
Necessity to manage priorities and to adapt them daily according to the context.
Flexibility to adapt to changing requirements and environment.
Cultural sensitivity and ability to work in a multi-cultural environment.
Ability to listen and share decisions.
Team player and good sense of humour.
Alignment with principles and ethics of MdM.

To apply: