HR & Admin Officer

Polish Humanitarian Action (PAH) is looking for Human Resources & Administrative Officer to support and improve recruitment processes and operations in Ukraine. 

General information:

Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with mission in Ukraine

Position: HR & Admin Officer 

Location: Lviv

Job terms: Full time

Type of job: Service contract

Duration:  3 months with possibility of extension

Starting date: ASAP

We strongly encourage qualified candidates to apply immediately as applications will be reviewed on a rolling basis.                                                                                                                                     

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization that provides humanitarian and development assistance worldwide. Since 1992, PAH has operated programs in 46 countries, supporting sustainable and stable development of regions suffering the consequences of armed conflicts, natural disasters and other humanitarian crises. 

Operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection/Advocacy, WASH, Food Security/MCPA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly.

Visit www.pah.org.pl for more information.

Key Duties and Responsibilities

• Support smooth operations of mission and program teams

• Manage recruitment processes for a rapidly growing organization, gathering information necessary to create job postings, managing the process of resume reviews, conducting interviews, and ensuring that each step of the recruitment workflow happens quickly and efficiently

• Manage onboarding process and training schedules for new staff, ensuring new employees and contractors have all the information and tools they need to be productive from their first day

• Coordinate extensively with HQ and other HR/admin staff to ensure administrative and HR matters are handled appropriately and quickly

• Identify opportunities for process improvements, communicate ideas to management, and actively participate in creating better processes

• Develop and implement logical electronic filing systems; re-organize thousands of existing electronic files into new file structures

• Prepare and manage employment contracts and agreements for staff 

• Manage and maintain the leave tracking system

• Support development and implementation of staff performance evaluation system and process

• Manage the HR inbox

• Prepare agreements, contracts, reports, official letters etc.

• Review and arrange official documentation

• Gather, enter, and/or update data to maintain mission records and databases, as appropriate; establishing and maintaining files and records for the office

• Provide administrative support to appointed supervisor

• Keep track of changes in employment laws in a dynamic and shifting conflict environment, and advise management on required policy changes

• Assist in managing office maintenance or supplies, as needed

• Perform other duties assigned

The successful candidate will be selected based on the qualification requirements described below:

• Ukrainian citizen with a native level of Ukrainian and Russian

• 1-2 years experience in an administrative support role

• Good knowledge of English (spoken and written)

• Able to work in and network with a multicultural team

• Responsible with a highest level of personal integrity

• Strong interpersonal, communication and networking skills

• Attention to detail and process

• Ability to work independently

• Outstanding computer skills, including knowledge of MS Office, MS Teams, and Google Workspace, as well as ability to quickly learn new software systems

• Exceptionally well organized

• Strong organizational skills and ability to work against tight deadlines and under stressful conditions

• Sound understanding of local context

• Enthusiastic and eager to learn new things

How to apply

Please fill in the online application form and submit your resume (max 2 pages) and cover letter in English no later than May 30th 2022. In your cover letter please indicate your earliest possible start date.

Please note that only short-listed candidates will be notified.

Due to the urgency to fill the post, applications will be reviewed on a rolling basis. PAH reserves the right to close the job opening before the deadline.