Assistant, Human Resources and Administration

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

In February 2022, a new phase in the armed conflict in Ukraine started. The intensification and spread of hostilities have affected all of Ukraine, causing massive humanitarian needs across all sectors and destroying essential civilian infrastructure. Millions of people are displaced in Ukraine, more than 7 million people have fled to other countries. IFRC and DRC have launched a major Emergency Appeal for Ukraine and Impacted Countries that is coordinated on European regional level – with numerous country level operations ongoing. ICRC, IFRC, DRC and numerous Partner National Societies are integrating their capacities to provide coordinated crisis response in Ukraine and impacted countries. The operational structure will be fully integrated into existing structures at Country / Country Cluster and Regional Office level to ensure full synergies with the overall regional work.

The Danish Red Cross Country Office in Ukraine has supported the Ukrainian Red Cross Society in country since 2014 and have significantly scaled up its support following the intensification of hostilities after the 24 of February 2022. DRC in Ukraine focuses its support to URCS within Disaster Management, Humanitarian Relief, Disaster Risk Reduction and Management, Health (including NCDs), Mental Health and Psychosocial Support, National Society Development (including branch development and volunteer management) and logistics.

The Support Services Unit within the Danish Red Cross Country Office, which includes HR, plays a crucial role in ensuring that the Programs, PMEAL (Planning, Monitoring, Evaluation, Accountability, and Learning), Partnership, and Finance teams can effectively support the Ukrainian Red Cross Society (URCS) in implementing their activities. The unit provides essential administrative, logistical, and technical support to facilitate the smooth operation of all team activities. By doing so, the Support Services Unit ensures that our humanitarian efforts are efficient, well-coordinated, and responsive to the needs of the URCS. The team is dedicated to enhancing the overall capacity of our teams, ensuring compliance with organizational policies, and continuously improving our support systems to better serve our teams that support the URCS.

 

Job Purpose

The HR and Administrative Assistant is responsible for providing comprehensive administrative and human resources support. The role involves assisting in the recruitment, maintaining employee records, facilitating onboarding, and implementing HR policies. The HR and admin assistant supports the organization and facilitation of country visits and deployments, travel and accommodation arrangements, and coordinates with logistics for transportation needs. The role also encompasses maintaining accurate, an ensuring facilities are well maintained. Close collaboration with IFRC Ukraine HR and admin departments is essential for proper coordination under the integration agreement.

Job Duties and Responsibilities

Human Resources Responsibilities:

• Assist the support services coordinator in the recruitment process, including liaising with IFRC for advertisement, selection, contract support, and briefing new employees at the start of their employment.
• Liaise with the team leaders/managers to ensure job descriptions are appropriate and relevant from a technical point of view.
• Support the long listing process for all essential vacancies as necessary and requested.
• Participate in the interview process, including scheduling, panel participation, and interview facilitation
• Promote equity, transparency, and consistency in the selection process through established guidelines.
• Maintain and update employee records, including personal information, job titles, compensation, and benefits enrollment.
• Facilitate the onboarding process for national staff, including detailed onboarding steps, and coordinate the joining and onboarding process of delegates with relevant stakeholders.
• Implement HR policies and procedures in line with the Integration requirements
• Provide support in performance management processes and employee development initiatives.
• Address employee inquiries and provide timely and effective HR-related support.

Welcome Services:

• Assist the admin officer in the organization and facilitation of country visits and deployments.
• Cooperate with logistics in organizing transport for visitors and staff.
• Contact with visitors and staff to clarify the details of the inbound/outbound trips
• Facilitate travel requests ensuring appropriate arrangements, costing, and approvals are in place.
• Ensure booking hotel rooms for visitors and staff.
• Contact with DRC staff to prepare all documents for getting visa/accreditation cards.
• Develop and manage a professional Welcome Service, briefings and debriefings that take place at the Office.

Administration:

• Assist the admin officer in administering accommodation in Kyiv for DRC delegates and visitors following DRC housing policy.
• Provide administrative support in arranging meetings, translation, trainings, workshops, documentation, scanning, photocopying, etc.
• Oversee and manage all administrative filing and records, and archiving.
• Follow standard operating procedures in accordance with IFRC/DRC.

Facilities Management

• Assist the admin officer in ensuring facilities in Kyiv (office, apartments) are well maintained, clean and fit for purpose.
• Ensure stationary and other office supplies are procured in time and made available to the staff members.
• Maintain the office announcement board.

Education

Required:

• Bachelor graduate or equivalent.

Preferred:

• Professional qualification in administration, Human Resource or equivalent

Experience

Required:

• Minimum of 2 years work experiences in related field

Knowledge, Skills and Languages

Required:

• Minimum of 2 years work experiences in related field
• Good communication skills
• Excellent time management, multitasking and prioritization skills
• Ability to work in a multi-cultural environment
• Good stress management skills
• Self-supporting in computers [Windows, Microsoft Office, database, e-mail (Outlook) etc.
• Sharing the RC/RC principles and values
• Fluently spoken and written English and Ukrainian

Preferred:

• Valid driving license (Light vehicles)

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust

Integrity and Personal Conduct, Flexibility and Adaptability, Initiative and Direction, Ability to meet deadline