HR/Admin Technical Assistant

Job Posting Organization:
The job posting organization is the Norwegian Refugee Council (NRC), which is a humanitarian organization established in 194

• NRC's mission is to help people forced to flee their homes due to conflict and disaster. The organization operates in over 30 countries worldwide, providing assistance in areas such as education, shelter, and legal aid. NRC is committed to ensuring the rights of displaced people and providing them with the support they need to rebuild their lives. With a workforce of thousands of employees, NRC emphasizes the importance of professionalism, accountability, and respect in all its operations.

Job Overview:
The HR/Admin Technical Assistant plays a crucial role in supporting the HR and administrative functions of the NRC Field Office in Kharkiv. This position involves a variety of tasks that are essential for the smooth operation of the office. The HR/Admin Technical Assistant is expected to adhere to NRC policies and guidelines while implementing procedures independently. The role requires a proactive approach to problem-solving and the ability to prioritize tasks effectively. The assistant will be responsible for maintaining accurate HR data, supporting recruitment processes, and ensuring proper documentation and filing. Additionally, the role includes administrative responsibilities such as managing office supplies, organizing business trips, and maintaining accommodation for international staff. The HR/Admin Technical Assistant must be knowledgeable in their area of expertise to provide effective support to the team and contribute to the overall success of the organization.

Duties and Responsibilities:
The HR/Admin Technical Assistant has a comprehensive set of duties and responsibilities that include:

• Adhering to NRC policies, tools, handbooks, and guidelines.
• Implementing procedures and activities within the HR and Admin functions as delegated.
• Organizing and delivering tasks in line with priorities and standards.
• Maintaining accurate data in the HR Database, including personnel files and attendance records.
• Supporting the hiring and resignation processes by creating contracts and updating trackers.
• Assisting with the induction process for new employees.
• Managing vacation and sick leave processes according to established procedures.
• Creating HR orders for vacations and business trips.
• Tracking attendance for mandatory trainings. 1
• Verifying timesheets for accuracy and obtaining necessary signatures. 1
• Purchasing necessary goods for the office and preparing payment documentation. 1
• Organizing minor repairs and maintaining office supplies. 1
• Managing accommodation for international staff and addressing any needs for replacements or repairs. 1
• Searching for office premises and guesthouses, and supporting contract agreements. 1
• Organizing business trips for employees, including hotel bookings. 1
• Coordinating workshops, trainings, and events as requested. 1
• Updating and filing administrative documents. 1
• Performing other HR/Admin related tasks as needed.

Required Qualifications:
The position requires a Bachelor’s degree or higher in a relevant field. Candidates should have at least one year of experience working in HR and administration. Proficiency in MS Office is essential, and candidates must demonstrate a confident level of spoken and written English. Additionally, candidates should possess strong organizational skills and the ability to manage multiple tasks effectively. A commitment to confidentiality and ethical standards is crucial in this role, as well as the ability to cope with change and communicate with impact and respect.

Educational Background:
Candidates must hold a Bachelor’s degree or higher in a relevant field, which may include Human Resources, Business Administration, or a related discipline. This educational background is essential for understanding the principles and practices of HR and administrative functions, as well as for effectively supporting the organization's operations.

Experience:
The HR/Admin Technical Assistant position requires at least one year of relevant experience in the HR and administration field. This experience should include familiarity with HR processes, documentation, and administrative tasks. Candidates should demonstrate a track record of successfully managing HR-related responsibilities and supporting organizational functions in a professional setting.

Languages:
A confident level of spoken and written English is mandatory for this position, as effective communication is essential in the role. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly if they are relevant to the local context or the populations served by NRC.

Additional Notes:
This position is based in Kharkiv, Ukraine, and is likely to be a full-time role. The job may involve working in a dynamic and changing environment, requiring flexibility and adaptability. The organization values a high commitment to confidentiality and ethical standards, and candidates should be prepared to uphold these values in their work. Compensation and benefits details are not specified in the job ad, but candidates can expect to receive information about these aspects during the recruitment process.