HR/Admin Officer

Job Posting Organization:
The organization is the Norwegian Refugee Council (NRC), which was established to help people affected by displacement. NRC operates in multiple countries, providing assistance in areas such as education, shelter, and legal aid. The organization is committed to protecting the rights of displaced individuals and ensuring they have access to essential services. NRC has a significant presence in various regions, employing thousands of staff members dedicated to humanitarian efforts.

Job Overview:
The HR/Admin Officer role is crucial for the effective functioning of the North Area Office of NRC. This position involves performing various HR-related tasks and administrative duties to ensure the smooth operation of the office. The HR/Admin Officer will be responsible for managing official correspondence, organizing meetings, and ensuring that all administrative processes are executed efficiently. The role also includes managing travel arrangements for staff, overseeing office supplies, and maintaining proper documentation for HR activities. The HR/Admin Officer will play a key role in supporting the recruitment process and ensuring compliance with NRC policies and procedures.

Duties and Responsibilities:
The HR/Admin Officer will have a wide range of duties and responsibilities, including but not limited to:

• Adhering to NRC policies, tools, handbooks, and guidelines.
• Preparing and developing status reports as required by management.
• Ensuring proper filing of HR and Admin-related documents.
• Performing all administrative tasks to ensure the smooth operation of the North Area Office, including managing suppliers, landlords, and cleaners.
• Assisting in preparing the office and boardroom for meetings, conferences, and other events, including handling catering services.
• Managing official correspondence, including sending, receiving, distributing, and filing letters and documents.
• Organizing and scheduling meetings and appointments as needed.
• Greeting newcomers, suppliers, and visitors in a professional manner.
• Organizing staff business travels, including train/bus tickets, hotel reservations, and transportation arrangements. 1
• Organizing events and preparing documents for payments. 1
• Ensuring proper maintenance of office premises and managing office supplies. 1
• Administering employees’ personnel files and ensuring timely implementation of HR activities. 1
• Conducting recruitment processes for positions on Grade 1-5 and managing onboarding and offboarding procedures.

Required Qualifications:
The ideal candidate for the HR/Admin Officer position should possess the following qualifications:

• A minimum of 2 years of relevant experience in HR/Admin roles.
• Intermediate knowledge of English, with fluency in Ukrainian and Russian languages being essential.
• Previous experience working in complex and volatile contexts is highly desirable.
• A university degree in HR, personnel management, administration, finance, or other relevant fields.
• Good knowledge of software programs such as MS Word, Excel, Access, and PowerPoint.
• Proven ability to work independently and handle a challenging workload effectively.

Educational Background:
Candidates should have a university degree in a relevant field such as HR, personnel management, administration, finance, or similar areas. This educational background is essential for understanding the complexities of HR functions and administrative tasks within the organization.

Experience:
The position requires a minimum of 2 years of relevant experience in HR and administrative roles. Candidates should have a proven track record of managing HR processes and administrative tasks in challenging environments, demonstrating their ability to adapt and thrive in complex situations.

Languages:
Fluency in Ukrainian and Russian is mandatory for this position, as these languages are essential for effective communication within the organization and with stakeholders. Intermediate knowledge of English is also required, as it is necessary for reporting and communication with international staff and partners. Additional language skills may be considered an advantage but are not mandatory.

Additional Notes:
This position is full-time and is based in Chernihiv, Ukraine. The HR/Admin Officer will be expected to work independently and proactively, managing a diverse range of tasks and responsibilities. The role may involve working in a challenging and sometimes insecure environment, requiring strong planning and organizational skills. The organization values behavioral competencies such as empowering and building trust, communicating with impact and respect, and delivering results effectively.