The purpose of the HR/Admin Officer role is to perform HR related tasks in the day-to-day for the North Area Office.

Generic Responsibilities

1. Adhere to NRC policies, tools, handbooks and guidelines
2. Prepare and develop status reports as required by management
3. Ensure proper filing of HR and Admin-related documents
4. Perform all administrative tasks to ensure the smooth operation of NAO office (office and mobile suppliers, landlords and cleaners, all other involved persons/entities checking the counters for utilities, correctness of bills for services provided, assist in collection of documents)
5. Assist preparing the office/boardroom for meetings, conferences and other events. Handle catering and other related services
6. Any other duties that will be assigned by line manager

Specific Responsibilities

Admin

• Managing official correspondence. Sending receiving, distributing and filing incoming and outgoing letters, mail and other documents for NAO.
• Organize and schedule meetings and appointments when and if needed. Greet newcomers/suppliers/visitors to the NRC in a professional and friendly manner.
• Ensure all administrative tasks and processes are provided in a timely and effective manner.
• Organize staff business travels: train/bus tickets and hotel reservations, conference arrangements and transportation (if needed), per diem payment.
• Organize events, check support documents, prepare documents for the payment.
• Organize office food/non-food supply, prepare documents for the payment.
• Responsible for arranging office supplies and proper maintenance of the Field Office premises (offices, guest houses, apartments) following NRC policy and procedure.
• Ensure all lease agreements are up to date, prepare documents for rent for the payment.
• Support in selection of premises (office, guest house, etc.).
• Assist in initiation of procurement procedures using internal Procurement system Agresso.

HR

• Manage all orders for travel/vacation for national staff members, keep vacation schedule of national staff updated.
• Ensure timely implementation of HR activities and dissemination of HR SOPs and Policies at the Field Office.
• Conduct recruitment process for positions on Grade 1-5, ensuring that onboarding and offboarding procedures are implemented for all staff at the Field Office.
• Administration of employees’ personnel files: uploading all HR documents in the Filing Tree on a daily basis, creating employees’ files.

Generic professional competencies:

• Min 2 years of relevant experience in HR/Admin roles
• Intermediate knowledge of English
• Previous experience from working in complex and volatile contexts
• Fluency in Ukrainian and Russian languages
• Previous experience working in complex and volatile contexts would be an advantage.
• Able to work independently

Context/ Specific skills, knowledge and experience:

• University degree in HR/personnel management/administration/finance or other relevant educational backgrounds
• Good knowledge of the software programs (MS Word, Excel, Access, Power Point
• Ability to work independently and proactively.
• Proven ability to handle a challenging workload.

Behavioral competencies

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect