HR Specialist

The IDLO Ukraine Country Office, situated within the Department of Programmes, maintains the central management and coordinating function for the delivery of the IDLO programmes in Ukraine.  Under the supervision of the IDLO Ukraine Country Manager, with a dotted functional line to the Head HR Operations, Department of Human Resources and Office Support (HROS) based in HQ, the HR Specialist will support the Programmes in Ukraine by providing HR expertise across a broad spectrum of HR activity.

The HR Specialist performs generalist HR functions on a professional level, drives the recruitments efforts and supports the supervisor and team members on international human resource-related issues seeking to develop integrated solutions. The incumbent will ensure that the HR and administrative services provided in Ukraine are consistent with IDLO HR policies and processes. The incumbent promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.

1- Effective HR and Administration management and support

• Manage all HR administration matters for the project staff, including payment and travel requests.
• Provide HR policy guidance and support to the project staff relative to standard policies, benefits, leave entitlements, processes; refer more complex questions to senior-level HR members.
• Administer and maintain personnel records and files in line with IDLO and donor systems and procedures.
• Prepare and submit periodic HR reports to supervisors and Directors at HQ as required.
• Active participation in meetings, communication, and engagement, with the supervisor and EECA HQ team on HR matters and developments.
• Ensure compliance with IDLO and donor guidelines by preparing reports and other paperwork as directed,
• Act as an internal expert by analyzing and recommending solutions to human resource issues relating to Ukraine..
• Apply advanced HR generalist knowledge to solve a range of complex issues.
• Assist local Finance and HR Operations Unit with monthly payroll and insurance enrollments and separations.
• Work closely and in partnership with other units and teams locally and at HQ level to ensure smooth operations of daily activities.
• Act as the focal point for insurance related queries.

2- Recruitment and Staffing

• Assist with implementation of the recruitment strategy in line with IDLO guidelines to meet the staffing requirements of the Ukraine programmes.
• Assist with the full recruitment processes, including drafting and disseminating vacancies, screening of candidates, interview scheduling and testing, performing sanctions and reference checks.
• Facilitate that managers carry out recruitment and selection according to IDLO standards.
• Collate and complete documentation of all recruitments in line with IDLO Talent Acquisition guidelines.
• As approved by the manager and HR Operations, prepare employment offers and contract terms in line with IDLO templates for new hires, promotions, transfers and separations.
• Facilitate effective induction is carried out for all staff and documented as needed.
• Manage the performance management process, train and support supervisors and employees. Identify and offer solution to areas of underperformance.

3- Employee Relations

• Promote a harmonious work environment by enhancing internal communication among teams.
• Manage employee relation matters and offer training, advice and general guidance to managers, supervisors and employees on performance and disciplinary matters.
• Promote mediation and resolution of disputes.
• Assist with employee grievances in coordination with the Senior Ethics and Investigation Adviser at HQ.

4- General

• Contribute to the HROS team in implementing key processes and procedures which will enable improvements to current HR processes.
• Collaborate with the supervisor/HR team on special projects, HR analytical reports, or with relevant research projects.
• Perform other similar duties as requested by the Supervisor.

Education and Work Experience

• Graduate degree or equivalent in Human Resource Administration, Business Administration or related field is required.
• A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of 5 years’ professional experience working for development institutions in providing HR management and recruitment support is required.
• Experience in setting up new offices/programmes would be an added advantage.

Languages

• Excellent spoken and written knowledge of English and Ukrainian is required. 

Specific knowledge, skills and competencies

• Strong HR Generalist; sound understanding of the HR life cycle.
• HR experience ideally in an international context
• Proven ability in building effective relationships with senior managers.
• High sense of discretion in always dealing with confidential matters, relative to his/her responsibilities.
• Knowledge of local labor laws for the country managed.
• Excellent written and verbal communication skills with all levels of seniority, both internally and externally.
• Strong interpersonal skills and able to deal with people.
• Demonstrated ability to work proactively and independently, as well as in a team environment.
• Displays initiative, anticipates client needs and takes responsibility for achieving agreed outputs within set deadlines.
• Proven track record of being able to work under high pressure in a fast and changing environment, and to meet tight deadlines.
• Aptitude to build and maintain positive relationships both internally and externally.
• Uses discretion and flexibility in interpreting rules to meet client needs and achieve organizational goals more effectively.
• Proficient in utilizing standard industry technology, including Microsoft Office package and related software.
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning.
• Demonstrated ability to promote ethics and integrity.

For this locally recruited contract IDLO shall offer the selected candidate a Special Service Contract through 31 December 2024, with the possibility of extension subject to performance and continued funding availability. IDLO shall offer a monthly stipend of USD 2,342 plus medical insurance, and leave entitlements. This vacancy is open to local nationals or permanent residents of the duty station.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications from qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Recruitment is subject to funding availability.