Human Resources and Administration Assistant

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency that has been dedicated to safeguarding, advocating for, and promoting sustainable solutions for populations affected by displacement. Established in 1956, DRC has a rich history of providing humanitarian assistance and has expanded its operations to various countries, including Ukraine since 201

• Currently, DRC employs over 800 staff members in Ukraine and is actively involved in emergency response efforts across several sectors, including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding. The organization works through direct interventions, support to duty bearers, and partnerships with civil society organizations (CSOs), adapting its durable solutions portfolio to meet the evolving needs of the communities it serves.

Job Overview:
The Human Resources and Administration Assistant role is crucial for supporting and executing human resources and administrative functions that are essential for the humanitarian assistance operations in the Donetsk region. This position is designed to provide day-to-day HR and administrative support to both field teams and office staff in Sloviansk, ensuring that office operations run efficiently, documentation is properly maintained, and compliance with internal procedures and local regulations is upheld. The role may also involve occasional business trips within Ukraine, highlighting the dynamic nature of the position and the need for flexibility in supporting various operational needs.

Duties and Responsibilities:
The duties and responsibilities of the Human Resources and Administration Assistant include supporting the implementation of HR policies and ensuring compliance with Ukrainian labor legislation and DRC procedures. The assistant will assist in recruitment processes, which encompass vacancy tracking, conducting interviews, and preparing job offers and hiring documentation. Additionally, the role involves coordinating onboarding processes and preparing induction materials for new staff members. The assistant will be responsible for preparing employment contracts and amendments, as well as providing administrative support for HR changes. Maintaining and updating HR data in DRC Dynamics, including contracts, leave, and staff movements, is also a key responsibility. The assistant will prepare staff timesheets and manage leave and absence records, support performance management and staff development processes, and provide guidance on medical insurance and staff well-being. Ensuring the proper management, confidentiality, and accuracy of personnel files and HR documentation is critical. The role also includes supporting staff exit processes and administering complaint mechanisms in accordance with the Code of Conduct. Furthermore, the assistant will provide administrative support to all staff, coordinate administrative and logistical arrangements for visitors and field missions, manage office administration, supplies, service providers, invoices, and documentation, maintain trackers, databases, and document management systems for HR and administrative activities, and support programme visibility activities while coordinating the daily work of cleaning staff.

Required Qualifications:
To be considered for this position, candidates must possess a university degree in Human Resource Management or a related field. Additionally, candidates should demonstrate computer literacy, being a confident user of MS Word, Excel, PowerPoint, and Outlook. The role requires a minimum of one year of experience in human resource management, administration, office work, or a related field. Candidates are expected to exhibit DRC’s five core competencies, which include striving for excellence, collaborating effectively, taking the lead, communicating clearly, and demonstrating integrity in all professional interactions.

Educational Background:
The educational background required for this position includes a university degree in Human Resource Management or a related field. This educational foundation is essential for understanding the principles and practices of human resource management, as well as the legal and regulatory frameworks that govern employment in Ukraine.

Experience:
Candidates should have a minimum of one year of relevant experience in human resource management, administration, office work, or a related field. This experience is vital for ensuring that the candidate is well-equipped to handle the various responsibilities associated with the role, including HR policy implementation, recruitment processes, and administrative support.

Languages:
Knowledge of English at a B1 level or higher is desirable for this position. Proficiency in English will facilitate effective communication within the organization and with external stakeholders, enhancing the overall effectiveness of the HR and administrative functions.

Additional Notes:
The contract for this position includes a 3-month probation period followed by a 12-month renewable term, contingent on performance and funding availability. The designation of the duty station is Sloviansk, and the expected start date for the position is February 202

• Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for employees on national contracts, and candidates are encouraged to refer to the DRC website for more details regarding compensation and benefits. The application process requires all applicants to upload a cover letter and an updated CV (no longer than four pages) in English, as applications sent via email will not be considered. The closing date for applications is February 9, and candidates are encouraged to apply as soon as possible, as interviews may be conducted on a rolling basis. DRC reserves the right to select a candidate before the vacancy close date once a suitable candidate has been identified.