Human Resources Coordinator

Terre des hommes is looking for a proactive, energetic, and organised Human Resources Coordinator, to join its team in Kyiv, Ukraine (with the possibility of traveling between local offices), to support in the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you.

Start date: as soon as possible

Contract: 12 months (with possibility of extension)

Probation period: 3 months

Location : Kyiv, Ukraine (with the possibility of traveling between local offices)

Deadline for applications: Recruitment will be ongoing until the position is occupied

WHAT WE DO, IN EUROPE AND UKRAINE

Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for children and youth, especially those most exposed to risks, making an impact with innovative and sustainable solutions. Active in more than 30 countries, Tdh works with its own teams and/or local and international partners to develop and implement field projects which significantly improve the daily lives of over four million children and members of their communities every year, with a focus on mother and child health, migration, and access to justice for children.

In Europe, Tdh strives to ensure the full realisation of children’s rights, equally and without discrimination. We are present in Albania, Kosovo, Moldova, Romania, Ukraine, Hungary, and Greece, while together with partners, we reach children in other 14 European countries.

In Ukraine, Tdh has worked through partnerships since 2009 and legally established its offices in 2014. Since 2015, Tdh has been providing various services to children, youth and their families in the conflict affected area, with a strong focus on psychosocial support.

For more information, please check https://www.tdh.ch/en https://tdh-ukraine.org/en www.facebook.com/TdhUkraine/

ROLE DESCRIPTION

Under the supervision of the Country Director, the HR Coordinator is responsible for providing strategic leadership for the management and the implementation of Tdh’s HR policies at the Country level.

S/he is responsible to define, adapt, plan, and supervise the implementation of the human resource frameworks, procedures and policies adhered by all staff while respecting the local context, local legislation and Tdh’s policies and values.

The HR Coordinator will lead the HR team to ensure high quality and efficient staff recruitment, contract management, orientation, learning and development, performance management, code of conduct compliance, employee engagement and staff care/wellbeing.

The HR Coordinator will maximize staffing resources, promote a positive organizational culture and ensure efficiency of work processes.

MAIN RESPONSIBILITIES

HR management of national staff

• Ensure that HR procedures and policies are implemented and respected across the Delegation;
• Ensure that all staff are informed and trained about the existing policies as well as any HR policy changes;
• Ensure the uniformity in the understanding, knowledge and application of HR policies/procedures at all relevant levels;
• Develop and harmonize the necessary HR tools and supervise their implementation by all field HR teams;
• Oversee recruitment procedures for the Delegation and play a leading role in the strategic planning of the mid-to-long-term staffing needs;
• Ensure that recruitment and hiring procedures are respected: validate the Delegation’s recruitment needs, job descriptions, job announcements, selection process and contracts;
• Ensure that any newly recruited employee for the Delegation receives the proper induction briefing;
• Supervise the signature & renewal of all the employment contracts with national staff, according to Ukrainian law and Tdh’s rules and practices;
• Supervise the hard and electronic archiving of the personnel files while ensuring personnel data confidentiality;
• Supervise the administrative and payroll procedures in conformity with social legislation and Tdh guidelines;
• Supervise the payment of Tdh employees and the social contributions of Tdh as an employer;
• In partnership with the Country Director and Administration & Finance Coordinator, take part in defining salary and social policies for staff and implement the validated policies;
• Evaluate risks linked to changes in compensation and social policies;
• Take part in abuse and risk prevention management, following Tdh procedures;
• Ensure proper application of the internal control framework including compliance with HR Regulations, instructions, procedures, staff regulations and audit;
• Perform regular field visits to supervise human resource matters, and report key recommendations;
• Ensure that disciplinary procedures are respected and confirm eventual sanctions when required;
• Support the Head of Delegation for the administrative monitoring of disputes when dealing with administrative authorities and, if necessary, legal authorities.

HR management of international staff

• Take part in the welcome and administrative briefing for new personnel;
• Ensure the administrative follow-up of the international personnel in collaboration with Headquarters (annual leave, R&R, etc.)
• Supervise the bookings of national flight tickets and organize international trips for Tdh staff in coordination with HQ;
• Manage the visa application process and ensure a proper follow up of the status of all international personnel;
• Review once a month the “Welcome to Ukraine” kit for new personnel and visitors;
• Ensure that Tdh’s internal staff regulations for international personnel and procedures are respected by all.

Analysis of the socio-economic context and legal framework

• Track and monitor the changes in the cost of living at national and local levels as well as the labour market by performing benchmarking of the salary packages provided by other humanitarian actors;
• Analyse the national legal context and ensure compliance with existing legal and governmental reporting requirements;
• Ensure all legal HR obligations are fulfilled;
• With the support of a legal advisor/lawyer, review and update internal policies, procedures and internal staff regulations in accordance with the Ukrainian legal framework;
• Ensure the HR processes are adapted to the social and cultural context in Ukraine.

Strategic HR Leadership and Management

• Devise and deliver a planned HR approach to attracting, developing, inspiring and retaining the right people with the right skills to achieve strategic, high-quality programmatic outcomes;
• Determine workforce needs, identify human resources and competency gaps, and devise a development and workforce plan to facilitate nationalizing roles and retaining staff;
• Actively participate in proposal design specifically advising on organizational structure, position scoping, demographic/staffing analysis and other inputs critical to ensure a strong HR foundation to support program quality;
• In coordination with the Head of Delegation, support and advise on the HR structure of the Delegation, participate in annual budget preparation and revision;
• Review and approve job position requests, job descriptions and make recommendations, ensuring accuracy and consistency in the documents;
• Provide strategic compensation analysis to drive the nationalization strategy and ability to attract high-quality talent;
• Support the transition of the mission to a more sustainable organizational structure with less reliance on international personnel positions;
• Consolidate, update and improve the organizational chart for the Delegation, clarifying hierarchical and functional links in line with the classification grid;
• Define and review function and salary structure;
• Coordinate the annual compensation review process and compensation adjustments with the Head of Delegation and Admin & Finance Coordinator;
• In regard to respect to the Code of Conduct, lead or co-lead investigations and ensure issues are resolved and appropriate follow-up is carried out;
• Advise supervisors in determining appropriate disciplinary action plans in a judicious manner;
• Follow-up disciplinary measures and related employment law matters.

Staff Performance Management and Development

• Serve as a reference of supervisory excellence; supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented semi-annual performance reviews;
• Provide constructive feedback and counsel on career paths and professional development for HR team; establish a culture of continuous learning opportunities;
• Support the management, coaching and development of national and international staff to build a cadre of skilled, committed and motivated staff;
• Support senior staff in the development of annual training plans to continue to pursue nationalization of senior and management positions.

Reporting/Communication

• Ensure HR national administrative reporting in accordance with the time frame specified by the administrative calendar;
• Establish and maintain relations at a national level with local labor laws regularly, approve information collected by law firm and integrate this information in internal documents;
• Take part in meetings relating to HR issues, representing Tdh on HR issues;
• Contribute to the monthly Sitrep report;
• Take part in drawing of donor reports, focusing on the analysis and the HR cost of the projects.

YOUR PROFILE

• University degree from an accredited educational institution in a relevant field (Human Resources Management, Social Sciences, Social Work and Social Administration, Economics, Public Administration). Professional HR certification is desirable.
• Good practical knowldege of national labour law;
• Minimum 3 year of experience in similar role, preferably with an international non-governmental organization;
• Excellent organizational skills and ability to prioritize;
• Excellent record keeping and documentation skills;
• Receptive, inquisitive, capacity to question and propose new ideas and pragmatic solutions;
• Ability to interact with all levels of staff;
• Strong interpersonal and team skills; ability to build relationships and trust;
• Experience in coaching and team building is an added value;
• Capacity to take initiative and be decisive, respect deadlines;
• Strong work ethic and the ability to work well independently and as part of a team;
• Fluent oral and written skills in English and local language, French is an asset.

Child Safeguarding Policy:

To commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy.

GDPR compliance:

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely.

Only those candidates that are short-listed for interviews will be notified.

We encourage qualified candidates to submit resumes as soon as possible, as applications will be considered on a rolling basis.

TdH is an equal opportunity employer and does not discriminate in its selection and employment practices based on race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

How to Apply:

Qualified applicants are encouraged to submit their application (CV and motivation in English or Ukrainian) to ukr.hr@tdh.org Please mention in the title of the email the position “Human Resources Coordinator ”.