HR officer

Terre des hommes is looking for a proactive, energetic, and organized HR Officer to join its team in Kyiv to support 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

Probation period : 3 months

Remuneration package : Attractive salary, private health insurance and life insurance against accidents

Contract : 6 months (with possibility of extension) , local, full-time employment contract.

Location : Kyiv.

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/

Generic responsibilities

• Under the supervision of the Support Services Coordinator, provides timely support to all departments of the Organization of personnel;
• organizes an effective on-boarding process for new employees; provides support and advice to employees in matters related to the labor legislation of Ukraine and Tdh’s internal policies.
• Under the supervision of the Support Services Coordinator, HR Officer is responsible for the timely registration of all personnel changes related to employees of the Organization and storage of personal files of employees in accordance with Ukrainian legislation and Tdh requirements.
• Supports a culture of mutual help and support in the team, and emphasizes employee engagement and staff development.

Specific responsibilities

1. Personnel Administration and HR Documentation

• Ensure day-to-day personnel administration in compliance with Ukrainian labour legislation and Tdh internal procedures.
• • Prepare and maintain employment contracts, amendments, extensions, termination documents and related administrative orders, ensuring proper validation and signature.
• Maintain accurate and up-to-date personnel files, HR-App records and tracking tools, including staff lists, seniority records and the organizational chart, ensuring confidentiality and proper archiving.
• Monitor contract expiry dates, probation periods and other key HR deadlines, informing relevant managers in a timely manner.
• Support the administration of expatriate personnel in accordance with Tdh policies and applicable regulations, including monitoring immigration and residency requirements.
• Prepare HR and operational activity orders, and ensure the review, approval, signature, registration, and maintenance of order registers, as well as their proper archiving, including at the end of each year.
• Ensure the full HR administration cycle in the BAF system, including maintenance of the staffing table, processing recruitment, termination, and transfer orders, changes to essential employment conditions, all types of leave, and temporary disability records.
• Prepare employment certificates, performance references, recommendation letters, and draft responses to requests from governmental authorities.
• Monitor electronic sick leave certificates through the Pension Fund of Ukraine portal, ensuring their timely processing and accurate recording in the BAF system.
• Maintain employee employment record books, ensuring their issuance, updates, amendments, and proper storage in compliance with the applicable legislation of Ukraine.
• Support other HR-related activities and administrative processes as required to ensure the smooth day-to-day functioning of the HR Department, in coordination with relevant staff and management, including liaison with external service providers, employee insurance administration, audit preparation and other operational needs.

2. Leave Management, Attendance and Payroll Inputs

• Maintain accurate and up-to-date records of annual leave, sick leave, unpaid leave and other authorized absences, including individual leave balances. Ensure accurate recording in employees' personnel records (Form P-2).
• Prepare the required administrative orders and supporting documentation for leave and absences, in compliance with Ukrainian labour legislation and Tdh procedures.
• Provide guidance and support to employees and managers regarding leave balances, administration, and record-keeping.
• Prepare reports and analytical information on employee leave upon management request.
• Collect, verify and communicate payroll inputs to the Finance Department twice a month, including leave, absences, seniority adjustments, changes in employment conditions and other variable elements, ensuring consistency with HR records.
• Monitor staff attendance and timesheets, ensuring their completeness, accuracy and timely submission.

3. Recruitment, Onboarding, Offboarding.

• Support recruitment processes as required, in coordination with other HR staff and relevant hiring managers.
• Assist with vacancy announcements, candidate selection, communication with candidates, interview arrangements, reference checks, and recruitment-related administrative documentation.
• Ensure proper maintenance of recruitment records and tracking of candidate status throughout the selection process, ensuring adequate archiving.
• Organize and coordinate the onboarding process for new employees in collaboration with relevant departments and line managers.
• Ensure that new employees are properly introduced to Tdh’s internal rules and regulations, including the Code of Conduct and Safeguarding Policies, and that they understand and formally acknowledge these requirements.

This position requires personal, interpersonal and organizational skills, in line with Tdh’s competency framework.

In particular:

• Manages time and priorities, meets deadlines.
• Cooperates and contributes to achieving goals.
• Supports and advises colleagues.
• Adapts communication to the intercultural environment.
• Respect others and promote a collaborative environment.
• Manages stress.

Required conditions

Languages

• Good level of written and spoken English is mandatory.
• Good communication skills in Ukrainian.

Training/Qualifications

• University degree from an accredited educational institution in a relevant field (Human Resources Management, Social Sciences, Social Work and Social Administration, Public Administration, Psychology, Legal).
• Certification of professional HR trainings is desirable.

Experience

• Minimum 2 years of experience in similar role, preferably with an international non-governmental organization.
• Good practical knowledge of national labour law.
• Excellent organizational skills and ability to prioritize.
• Excellent record keeping and documentation skills.
• Excellent knowledge of the norms of personnel administration.
• Required qualities: organized, negotiation, proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context, diplomacy, communication skills, sense of human relations.

IT know-how

• Proficiency in Microsoft Office Suite, BAF, Pension Fund website (ability to work with the website).

• 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 your application, you agree that your personal data will be used in the recruitment process. All the documents we will request in different steps of the recruitment process will only be used for this purpose. All staff involved in recruitment and selection are aware that data protection rules apply, and that personal information will be treated confidentially. According to our policy, we will keep your application documents for the period of the recruitment only. Due to an anticipated high number of applications, Tdh is not in a position to respond to each applicant individually. Please note that only short-listed candidates will be contacted for the first interview.