Danish Refugee Council, one of the world’s leading humanitarian NGOs working in 40 countries worldwide, is currently looking for a highly qualified Human Resources & Administration Manager to be based in Kyiv.

DRC has been operating in Ukraine for more than 10 years with emergency and durable solution interventions for assisting IDPs, returnees, host communities, and conflict-affected populations. With the outbreak of the conflict in February 2022, DRC has shifted its programming to emergency response to meet the urgent needs of conflict-affected population in the country. Current DRC programming is focusing on protection activities such as protection monitoring, information dissemination, Individual protection assistance, mine victim assistance, legal aid, GBV prevention and Response, and PSS. In addition to protection programming, DRC is currently implementing Multipurpose Cash Assistance (MPCA), NFI and Food distributions, Shelter interventions, and Economic Recovery, Humanitarian Demining and Explosive Ordnance Risk Education. The organization counts with 7 offices in the country.

Overall purpose of the role:

The Human Resources and Administration Manager’s overall purpose is to lead and manage DRC’s HR and Admin team in Ukraine providing overall advice, coordination and management ensuring efficient support to the program teams in accordance with existing DRC policies and procedures.

Geographic scope:

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country HR and Administration activities. The role is further responsible to implement DRC’s decentralisation strategy in Ukraine ensuring that HR & Admin departments are being set up and trained in each area office.

Responsibilities:

Management

• Lead and manage the Human Resources team (including people planning, performance, well-being and development)
• Provide technical support, advice and capacity build the Human Resources team
• Advise and assist managers in Human Resources related issues and concerns

Recruitment, development and people planning

• Drive and support recruitment and selection activities ensuring compliance with recruitment process
• Work with senior management team and senior staff on new staff retention strategies and initiatives
• Ensure proper onboarding process
• Ensure oversight and consistency in position titles and grades, across all field locations
• Assist managers to identify, recommend and approve Learning & Development initiatives for their employees through DRC’s Learning Catalogue.

Performance, well-being and compensations & benefits

• Proactively respond to and manage performance counselling, employee grievances and disciplinary issues as required, with a focus on building manager competency and ensuring that documentation is kept
• Lead the performance management process
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements
• Lead people well-being initiatives
• Define and review salary structure in partnership with the Senior Management team and coordinate annual compensation review process and compensation adjustments

Human Resources Policies and Support

• Maintain and update Staff Human Resources Handbooks as necessary
• Proactively pursue continuous process improvement in Human Resources related practices in order to enhance the quality and efficiency of output/delivery.
• Work closely with HQ and Regional Office to share information and provide support as required

Administration

• In coordination with the Admin Officers in all area offices, ensure effective and efficient management of office administration policies, systems and procedures.
• In coordination with HR officers, ensure that benefits are duly explained to employees and serve as liaison between employees and respective insurance company.
• Ensure efficient controlling and issuance of keys for offices and guest houses, ID cards and entry and exit procedures for all staff.
• Manage orientation process and arrivals checklist for new staff and ensure support for all new staff and visitors with travel and accommodation.
• In coordination with officers, ensure a regular supply and tracking of usage of office stationery and supplies, cleaning and kitchen products.

As a Manager the post-holder is responsible for the following:

• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
• Accountable for people management of direct reports, generally at least 3 employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.

Experience and technical competencies:

• At least 5 years’ experience in relevant field, of which at least 2 years in a senior Human Resources management role within an NGO
• At least 3 years’ experience with people management
• Proven leadership skills and a competence in people management
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes
• Excellent skills in handling and advising on complex people management issues
• Experience in developing Human Resources strategies and policies, and driving implementation
• Proficiency in English

Education:

Master’s degree in Human Resource Management, Business, or Social Science Degree specializing in Human Resources

We offer

Contract length: 12 months

Band: F – Manager

Designation of Duty Station: Kyiv / Non-family duty station

Start date: ASAP

Salary and other conditions are offered in accordance with DRC’s Terms of Employment for international staff or DRC National Staff salary scale.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: August 23, 2023

We kindly encourage applicants to submit their applications at the earliest convenience. Our interview process will be done on a rolling basis, allowing us to review and assess candidates as applications are received.

For further information about the Danish Refugee Council, please consult our website drc.ngo