Evelina

Evelina V. Filimonova

cell: [open contact info](look above in the "contact info" section); email: [open contact info](look above in the "contact info" section)

Qualification: high qualified specialist, experienced in HR and administrative support,
customer service, PR issues, event management, market research; able to fulfill challenging tasks either in a team or independently, accustomed to work under pressure, in fast-changing current environment

Work Experience:

Sept 2021 – up to nowACTED
Senior Admin/HR Manager

1. Provide Human Resources management:

• ensure a regular and timely update of consolidate HR Database for whole mission.
• supervise staff in in country level.
• supervise public holidays management and keeping informed all bases.
• Conduct control & checking attendance sheet of staff and arrangement of monthly report for salary distribution.
• ensure the compliance of National staff contract procedure as detailed in ACTED Human Resources Manual.
• update and follow up of new Admin /HR formats.
• manage the presence of ACTED International staff in terms of immigration documenys
• manage the office helpers and cleaners schedule
• ensure day to day supervision of Capital’s staff.
• supervise the management and monitoring of social benefits paid out (sickness benefits etc)
• carry out disciplinary proceedings and dealing with disputes at the base with the validation of the Head of Human Resources Department.
• provide support to Managers in the resolution of Human Resources problems.

2. Ensure the follow up of the administrative management of international staff:

• conduct brief and debrief international staff on administrative issues upon arrival and departure.
• liaise with Immigration for the process of visa/work permit for international staff.
• control and centralize break/leave requests and time sheets.
• follow up on the end of contract dates.
• act as HQ focal point for the administrative follow up of the international staff.
• update the individual follow up and expatriate movement files.
• inform the international staff and follow up on the return form to HQ.
• provide for the recruitment and training of all employees and promote career development.
• plan recruitments and lead the recruitment interviews.
• conduct onboarding training of new staff.
• organize Workshops to improve the base Administrators’ knowledge of the ACTED Administrative System and ACTED HR policies.
• ensure proper follow up of the procedures, implementation and respect of the annual appraisal planning.
• develop the annual training plan of the mission, insure it implementation and prepare achievement report.
• develop relationships with universities and partners in the frame of the recruitment and training policies.
• support the base HR team in the implementation of the tools and procedures for recruitment, appraisals, trainings and career management.

3.Ensure successful timely recruitment:

• prepare vacancy announcements for recruitment of national staff and circulate through relevant channels;
• supervise the resumes are screened; written tests sent; long/short lists sent;interview panel set up; necessary information is communicated to candidates;
• ensure interviews scheduled and conducted;
• supervise staffing information is tracked;
• control the job offers are made and rejection emails sent ;
• attend job fairs and hiring events and humanitarian pier agencies’ meetings and events;
• supervise that references of the candidates are checked and properly filed;
• supervise that ToR and other recruitment files at the country and areas level are up to date and contain all relevant information;
• check the current salary level on the market and inform to CFM and Mission Coordination twice a year;
• supervise uspdate organization charts on a monthly basis for reporting to HQ;
• supervise the organization onboarding processes by different departments.

4. Set in place and follow up collaboration and coordination in HR with the mission's partners:

• analyze the risks in HR matters and formulating recommendations concerning the selection of partners
• implement and monitor the modes of HR management in the framework of joint projects
• establish with the partner the HR aspects of partnership conventions and agreements
• ensure that the undertakings of ACTED and its partners on HR matters are respected
• play a role in consolidating the capacities of partners where a need is identified at base level, taking full advantage of all innovative practices in the management of partnerships.

5. Participate to the definition, implementation and follow up of the national HR policies for the mission:

• ensure the update and implementation of HR procedures and tools.
• ensure a legal/regulatory watch on any new text that impact the HR management of the mission.
• contribute to the collection of necessary information and to the revision of HR policies
• participate to the revision of the HR strategy and its implementation follow up.
• contribute to the elaboration of the HR cost and annual HR budgets.
• provide technical support to the HR team on the bases.
• check the bases’ monthly reports and synthetize into a mission’s report.

6. Perform Internal Reporting (Titanic Follow up):

• gather information from the bases, consolidate the Titanic (Staff report) and send it back to bases to distribute the salary accordingly.
• control the Staff cost in ACTED bases on a country level.
• follow up of Monthly Running costs follow up for ACTED offices, in liaison with the finance department.
• control Monthly Communication costs follow up for ACTED offices.
• check and control all staff grade, salary & position to be in accordance with ACTED salary grid and internal process.
• pepare a General Summary of the Titanic for Country Director and HQ before 15th of each month.
• ensure all translations of Human Resources documents.

7. Supervise filing and archiving processes:

• supervise the filing and archiving systems of all ACTED staff in the Mission.
• supervise the personal folders of ACTED expats.
• control and supervise the filing and archiving personal folder systems of ACTED on Monthly basis by travel to all bases to make sure the system is applied properly and folders have all necessary docs updates.

Sept 2013 – August 2021Steel Mont Holding
Head of HR/ Administrative department

• recruited and train administrative personnel.
• collaborated with all management staff to identify and deliver the required administrative support operations for the organization.
• maintained the organizations administrative policies and procedures Manual.
• served as a member of the organizations key administrative decision-making and planning body.
• issued HR and administrative Memoranda;
• drafted the staff JDs and ToRs in compliance with the projects capacities.
• updated HR Manual on an annual basis.
• collaborated with other management staff to draft and implement an annual HR and administrative budget.
• ensured the event management service.
• performed other related duties as assigned.

Nov 2011 – Sept 2013 Freelance (translating, rewriting, copywriting) on a private basis.
Conducted the recruitment and training/onboarding of administrative personnel on a private basis

Jul 2011 – Oct 2011Pakharenko and Partners (IP company)
Managing Director ( with HR functions)

• composed firm budget and ensured financial reporting supervision on a monthly and quarterly level supervised office stationery/ consumables purchases and supplies (including tender procedures and cost reduction policy ensuring).
• hired and trained administrative personnel.
• organized training workshop with a guest trainers.
• coordinated HR document flow.
• optimized firm business processes.
• handled all office premises maintenance ( renting, replanning, repairing), introducing safety policy.
• translated documents.

Jan 2009 – Jul 2011 Private projects (HR and Reputation risk management)

Aug 2007 – Dec 2008 Service Park (part of INTERPIPE/ EastOne),
Deputy Managing Director of
Personal and Lifestyle Activities (Special Projects) &
Administrative Director

• supervised and coordinated all private VIP-level events (various receptions attended by diplomats and world celebrities, Elton John, Paul Mccartney, ‘Queen’ visit activities, PinchukArt Center opening events, AntiAids auction, etc).
• elaborated agenda and supervised all arrangements for the Owners private top level visits to other countries.
• supervised corporate events.
• supervised provision and delivery of VIP souvenirs and promotional items.
• coordinated purchase, delivery and storage of private furniture and interior finish items and also boiserie for private country estate and city mansion.
• elaborated, coordinated and controlled the system of private estate management according to the best world practice.
• coordinated negotiations with foreign designers and consultants aimed at private estate property improvements.
• created package of Company policies and rules, incl. Tender procedures handling.
• supervised personnel’ functions/duties performance.
• coordinated office stationery supplies, food, furniture, purchase subscription, correspondence and documentation flow dispatching arranging.
• coordinated office space renovation and maintenance and also collaborated with office space landlord on lease agreement, payment, insurance, re-planning, security issues, etc.
• supervised technical staff and drivers work: hiring, overtime payment calculation, work scheduling, etc.
• monitored issues related to the office transportation (cars purchase-selling, registration, technical expertise at Road Police Department, insurance, accident reporting, repairs, etc.
• coordinated invitations processing and all issues of visas obtaining.

Jan 2006 – Feb 2007 Interpipe, Director of the Kyiv Branch with HR functions

• supervised as HR and Administrative leader : hired, transferred, suspended, promoted, discharged and rewarded the office employees.
• supervised as Functional leader: worked as group leader, assisted in the training of new staff members, communicated instructions, maintained employee records and assigned work to others.
• elaborated business-processes descriptions, worked out procedures and policies and made first steps on implementation of the above indicated documents.
• worked out job descriptions for the key specialists and hired/changed some specialists according elaborated job demands.
• optimized business administrative processes.

May 2004 – Sept 2005 TNK-Ukraine,
Head of Business Support Organizational Department

• managed all corporate events (including board meetings, black-tie receptions, parties, picnics, conferences, workshops, trainings and press-conferences).
• supervised production of souvenir and branded promotional items.
• monitored designing and printing all corporate branded printed materials.
• supervised all travel arrangements for company stuff and guests (including air/railway tickets purchase, accommodation and city tour reservation, visa procession, charter flights arrangements).
• coordinated the orientation program for fresh-coming employees, part. expats.
• monitored and participated in new corporate policy paperwork elaboration designed on facilitation of company restructuring process (worked out job descriptions for the department specialists).
• made the description of the tender procedure and some business processes
• worked out department budget and handled department financial reporting procedure
• managed company cooperation with Embassies and official institutions on travel arrangements.

Sept 2003 – Apr 2004 ‘Yuridicheskaya Praktika’ Publishing House, Administrative Director (with HR functions)

• supervised all office maintenance issues (premises lease and renovation, furniture and equipment and other supplies purchase, insurance, necessary paperwork handling).
• participated in elaboration of organizational structure.
• coordinated all HR-related issues (including hiring specialists).
• handled negotiations on printing supplies order and purchase.
• worked out the strategic plan of organizational structure optimization and development.
• worked out budget of the company.
• optimized some existing job descriptions and worked out new ones.
• executed client-service ( keeping client database)
• monitoring client-claims correspondence

Dec 1996-Jan 2003 Cargill Ukraine, Head of Administrative/HR Department

• coordinated and monitored all issues related to the expats life in the country i.e. housing, maintenance of dwelling , moving in-out, visa paperwork, etc.
• coordinated office stationery supplies, food, furniture, purchase subscription, correspondence and documentation flow dispatching arranging.
• handled HR functions (composed new personnel profile description, hired, trained administrative and technical personnel, participated in PMP/Program of management performance evaluation for administrative staff as a Line manager and in Comp&Ben program elaboration for the adm. department, etc).
• coordinated office space renovation and maintenance and also collaborated with office space landlord on lease agreement, payment, insurance, re-planning, fire and bomb protection, etc.
• supervised technical staff and drivers work: hiring, overtime payment calculation, work scheduling, etc.
• monitored issues related to the office transportation (cars purchase-selling, registration, technical expertise at Road Police Department, insurance, accident reporting, repairs, etc.
• coordinated invitations processing and all issues of visas obtaining for locals/expats
• coordinated officers visits including accommodation, transportation, official receptions/presentations, customs KBP officials on company air-jets arrival/departure.
• coordinated all company special events, i.e. parties, receptions, presentations, picnics, etc.
• translating agreements for a trading division.
• tracking client-claim paperwork.

Jul 1996-Oct 1998ICTV, Translator (part-time)

Aug 1995-Jul 1996 Bain & Co, Personal Assistant to General Manager

• interpreted and translated filing correspondence
• planned schedule for Manager
• searched and collected data (TACIS project)
• assisted in market analysis (EBRD project and Gallaher project)
• executed all paperwork for meetings
• coordinated all project related activities
• assisted office manager is supervision of local stuff, financial reporting and strategic planning

Jun 1994 - Aug 1995 American International Health Alliance,
Participant Training Coordinator

• coordinated the information flow for the NIS participants traveling to the USA.
• assisted in financial management of the office.
• arranged trainings, translated educational materials.
• supervised administrative and logistic issues.
• cooperated with Kyiv City Administration, USAID, USAED and management of hospitals in Ukraine, Belarus and Moldova partners of AIHA

Dec 1992 - May 1994 Ukrainian State Medical University,
Professor of English

• conducted English training.
• translated medical literature.
• organized students’ conferences.
• searched educational materials for students individual extra-curriculum reading

Feb 1989 - Dec 1992 Ukrainian University of Trade and Economic,
Professor of English and Spanish

-conducted English training.
-ran students English non-professional theater.

Aug 1987- Feb 1989 State Library of the Ukrainian Academy of Sciences Translator and Personal Assistant to Director

• translated technical texts.
• organized conferences /exhibitions/,workshops.
• collected and searched data on requested topics.

Education:

3. Institute of Intellectual Property, Kyiv, June 2012
Jansen Capital Management, Kyiv, October 2008, Thomas System
Interpipe, Kyiv, January 2008, Comp&Ben Systems
Bachelor School, V.Ovchinnikov, Moscow, November 2007, System of Residencies Management
Intellekt (Tatyana Marushchak), Kyiv, October 2007, VIP -Clients Service Standards
Interpipe, Kyiv, September 2007, Integrated System of Personnel Management
Ukrainian Project Management Association UPMA, Kyiv, August 2007, Project Management. Master-class. Sergeey Bushuev
Interpipe, Moscow, November 2007, Private Estate Management.
Interpipe, Kyiv, August 2007, Project Management.
2. International Management Institute, Kyiv, November 2006, Diploma in PMD (mini-MBA course)
TNK-Ukraine, Kyiv, June 2005, Fundamentals of Management
‘Yu.P.’ Publishing House, Kyiv, Novemeber 2003, Business Ethics
Cargill AT, Kyiv, Ukraine, October 2001, Time Management
Cargill AT, Kyiv, Ukraine, March 2000, Problem Solving
Cargill AT, Moscow, Russia, June 1998, Step into Finance
Bain & Co., Munich, Germany, December 1995. Professional training
L’viv Institute of Management, Ukraine, March 1995. Advanced Management Workshop on Executive Decision Making.
University of Pennsylvania, Philadelphia, USA, January-February, 1995.
Workshop on Financial Management
Ukrainian State Intourist Committee, Kyiv, Ukraine, January-May 1986. Courses of guide-translators
1. Kyiv State University, Ukraine, 1982-1987. Diploma in Foreign Languages.

References available upon request