Human Resources and Administration Team Leader

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency established to advocate for and promote durable solutions for populations affected by displacement. Since its inception, DRC has been dedicated to providing assistance and support to those in need, particularly in conflict-affected areas. The organization has been operational in Ukraine since 2014, employing over 800 staff members who work across various sectors including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding. DRC's approach involves direct interventions, support to duty bearers, collaboration with civil society organizations (CSOs), and the establishment of partnerships to enhance the effectiveness of its programs. As the situation in Ukraine evolves, DRC is committed to adapting its durable solutions portfolio to meet the changing needs of the affected populations.

Job Overview:
The Human Resources and Administration Team Leader plays a crucial role within the DRC's operational framework in Ukraine, specifically in the Sumy office. Reporting to the Support Services Manager, this position is responsible for leading and coordinating the Human Resources and Administration team. The primary functions of this role include overseeing the recruitment process, ensuring compliance with labor laws and DRC policies, and managing various administrative tasks such as lease agreements, expat registrations, event organization, travel bookings, and inventory management. The Team Leader is expected to maintain high standards of documentation and communication, ensuring that all HR processes align with both organizational and legal requirements. This role is pivotal in fostering a supportive and efficient work environment, enabling the organization to effectively respond to the needs of displaced populations.

Duties and Responsibilities:
The Human Resources and Administration Team Leader will have a comprehensive set of responsibilities, including but not limited to: leading the recruitment process for new staff members, which involves advertising positions, preparing long lists of candidates, organizing interviews, conducting reference checks, and ensuring all relevant documentation is completed; ensuring that all personnel documentation complies with Ukrainian labor laws and data protection regulations; interacting with other DRC offices in Ukraine to facilitate timely and accurate documentation turnover; managing the hiring, transfer, and dismissal processes in accordance with labor legislation and DRC policies; setting up and maintaining personal files for employees and ensuring timely submission to the DRC Country Office; overseeing the implementation of the Leave policy for all employees; preparing Internal Orders and managing their archival; acting as the HR User in DRC Dynamics (ERP) for employee contract management; coordinating medical insurance submissions and requests; preparing monthly reports for auditing purposes; maintaining accurate records of all HR-related information; processing necessary agreements and permits for DRC operations; creating and maintaining a robust filing system; distributing staff lists monthly; supervising the admin team in logistical matters; ensuring compliance with DRC and donor procedures; updating admin trackers regularly; providing on-the-job training to HR/Admin teams; and seeking support from Country HR when necessary.

Required Qualifications:
To be considered for this position, candidates must possess a minimum of three years of relevant experience in Human Resources management, administration, or a related field. Additionally, the following qualifications are required: a university degree in HR Management, Labor Economics, Law, Documentation and Information Activity, Record Keeping, or a related specialization; excellent organizational and time management skills, with the ability to prioritize tasks effectively; a strong sense of personal integrity and a thorough understanding of confidentiality and ethical standards; proficiency in Microsoft Office applications, Internet Explorer, and Outlook; fluency in Ukrainian and a good command of English; and the ability to demonstrate DRC's core competencies, including striving for excellence, collaborating with others, taking the lead, effective communication, and demonstrating integrity.

Educational Background:
Candidates must hold a university degree in a relevant field such as Human Resources Management, Labor Economics, Law, Documentation and Information Activity, Record Keeping, or a related specialization. This educational background is essential to ensure that the candidate possesses the necessary theoretical knowledge and practical skills to effectively manage HR functions and administrative processes within the organization.

Experience:
The position requires a minimum of three years of relevant experience in Human Resources management, administration, or a related field. This experience should encompass a broad range of HR functions, including recruitment, employee relations, compliance with labor laws, and administrative management. Candidates with experience in humanitarian or non-profit sectors will be particularly valued, as they will bring insights into the unique challenges and requirements of working in such environments.

Languages:
Fluency in Ukrainian is mandatory for this position, as it is essential for effective communication with local staff and stakeholders. A good command of English is also required, enabling the candidate to engage with international colleagues and contribute to documentation and reporting processes. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to interact with diverse populations and partners.

Additional Notes:
The contract for this position is initially set for a duration of three months, with a probation period, and there is a possibility of extension up to twelve months, contingent upon funding availability and performance evaluations. The position is classified as managerial, and the designated duty station is Sumy. The start date for this role is as soon as possible. Salary and conditions will be in accordance with the Danish Refugee Council's Terms of Employment for national employees. All applicants are required to submit a cover letter and an updated CV in English, with a maximum length of four pages. Applications sent via email will not be considered. The closing date for applications is December 7th, 2025, and candidates are encouraged to apply promptly, as interviews may be conducted on a rolling basis. DRC reserves the right to select a candidate before the vacancy closes if a suitable candidate is identified.