JOB TITLE: Admin and Human Resources Manager
FUNCTION: Human Resources
JOB GROUP: Operations
DUTY STATION: Odesa, Ukraine (with travel to NP implementation locations) Deputy Head of Mission- Operations and Security
ADMINISTRATIVE LINE MANAGER: Deputy Head of Mission- Operations and Security
TECHNICAL LINE MANAGER: Global Head of People, Culture and HR
LINE MANAGEMENT RESPONSIBILITY: Admin/HR Officer
Nonviolent Peaceforce (NP) reimagines security and civilian protection in areas most impacted by conflict by working alongside communities to interrupt and prevent violence. NP is a global civil society organization that works with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP) and by helping to transform the world’s response to conflict situations. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection and inter-communal violence reduction, social cohesion, and civic engagement.
NP first established a presence in Ukraine in 2014/2015 working on peacebuilding and conflict mediation. NP has had a sustained presence in Ukraine since April 2022. NP occupies a unique space in the protection response in Ukraine; simultaneously providing direct protection to at-risk civilians and providing hands-on support to front-line volunteer collectives to directly contribute to the sustainability and safety of their actions.
The HR Manager will be the strategic lead of the in-country HR department. They will provide direct support to the field staff and will be responsible for the development and implementation of HR policy, coordination of recruitment and ensuring adherence to local labour law and donor requirements where necessary.
The successful candidate will be expected to lead on the use of the BambooHR software. They will play a key role in identifying and resolving employment gaps and are, therefore, expected to have a proven track record in capacity building. The successful candidate will travel across Ukraine’s south and to the northeast on a semi-regular basis.
Commitment to NP Principles
- Demonstrate a commitment to NP’s mandate, principles, and Code of Conduct.
- Facilitate a full-time approach to ensuring a positive image of the organization.
Staffing and Deployment
- Work closely with the programme and operations departments to ensure adequate staffing is provided and incorporated during the development and implementation of all projects/programs.
- Ensure that all NP Ukraine (NPUA) HR requirements related to staffing are observed according to best practice standards and comply with local laws. This includes the facilitation of the deployment of all staff: short and long-term direct hires; regional and country-deployed staff; consultants; visitors etc.
Human Resources Management
- By working closely with other departments and managers, the HR Manager will ensure that HR best practice is implemented throughout the organisation including timely performance appraisals; regular line management meetings; fair disciplinary proceedings.
- In collaboration with the heads of departments, the HR Manager will develop and maintain appropriate job descriptions that reflect NP’s mandate ensuring they are evaluated according to NP Job Evaluation Guidelines.
- Ensure hiring practices are fair, equitable, and consistent, and comply with local regulations and NP Recruitment Principles.
- Prepare contracts (terms and conditions of employment) and issue all employment and consultancy contracts in compliance with Ukrainian labour laws, NP policies and any relevant member/donor guidelines.
- Maintain updated information on staff salaries, allowances and income-tax calculations and ensure compliance with current laws and regulations in close collaboration with Finance Manager and other relevant parties.
- Oversee the appropriate documentation and uploading of all personnel files and HR documents on BambooHR.
- Ensure all staff members are inducted on NP Global policies and procedures as well as on Ukraine Country Programme policies and procedures.
- Facilitate and ensure that performance reviews and the annual appraisal process are conducted regularly by supervisors; ensuring training and advice are available to all managers.
- Ensure departing staff do exit interviews to gain feedback and insights into employee perceptions and experience of NP.
- Prepare monthly reports and ensure that all managers are providing direct reports timesheets monthly.
- Lead the recruitment of new staff for national and international staff roles.
- Coordinate the deployments of surge staff with NP members, other Country Offices etc.
- Ensure deployment, arrival, and R&R trackers are kept up to date and are used effectively and timely for the coordination of staff induction.
- Coordinate with NP HR HQ and the Deputy Head of Mission to ensure staff are trained/ briefed/ inducted on all safety and security policies and procedures both before and after joining NPUA.
- Provide operational HR support with local recruitment, induction, discipline, and grievance issues in all NP offices as required.
- Submit International staff payroll to the HQ office with accurate information on or before the deadline set every month.
Employee Relations and Development
- Frequently travel to field offices to provide hands-on practical support to Team Leaders and staff and to build and develop the capacity of the Country Office and Field office teams to help them develop and use effective performance management frameworks and human resource development plans.
- Oversee and enforce mechanisms, protocols and practices that are in place to ensure that staff and NP partners are aware of and adhere to NP Child Safeguarding Policies.
- Work closely with the Finance Manager, Human Resources Officer, and other relevant managers to manage and coordinate all disciplinary and grievance proceedings and recommend appropriate action to resolve disputes.
- Provide input for program planning and assessments for capacity building of partners, including partners' HR planning
Administration and facilities management:
- Work with Security and Operations and NP consulting lawyer to obtain timely visas and work permits for international staff.
- Work directly with the Deputy HoM to obtain and maintain updated Travel Notifications for all staff for all areas of NP work.
- Liaise with relevant government authorities on all necessary documentation for international staff (visas, work permits, and travel permits).
- Lead administrative support for staff domestic and international travel (e.g., booking, airport transport, liaison with travel agents).
- Periodically review and update all basic contract-related documents (appointment letters, contracts) and lease agreements.
- Ensure adequate insurance cover for staff is in place and kept up to date.
Other duties include:
- In coordination with the Global Head of People & Culture, support efforts to implement and strengthen NP’s safeguarding and accountability approaches across its Ukraine programme (NPUA).
- As assigned by the line manager
QUALIFICATIONS AND COMPETENCIES
Education, Knowledge, and Experience
- Degree with specialization in human resources management/ certification in human resources management (SPHR, CHRP, CHRM), or equivalent relevant experience.
- Minimum of six years of overall experience (2 of which at an NGO) and a minimum of 3-4 HR Management level experience within a complex country programme preferably in an emergency setting.
- Proven operational HR track record – the experience of providing a senior generalist HR service to managers across a full range of HR issues.
- Excellent skills in handling and advising on complex people management issues.
- Strong knowledge of Ukrainian Labour Law.
- Emotional intelligence.
- Proven track record of mentoring a dedicated team – preferably with a training qualification.
- Experience and well-developed skills in recruitment and selection.
- Strong attention to detail.
- Understanding staff care for humanitarian staff, particularly approaches to welfare, stress, R&R and debriefing.
- Good facilitation skills and ability to deliver induction briefing/training.
- Strong communication (written and spoken) and interpersonal skills in English and Ukrainian/Russian.
- Experience in working with and managing multicultural teams.
- Ability to set priorities, solve problems and analyse data.
- Ability to manage information with discretion.
- Demonstrable conflict analysis skills, identify entry points and design prevention and protection strategies.
- Ability to communicate effectively with individuals and motivate and provide leadership to the team and to work and live in a multi-cultural environment.
- Solutions-focused, creative problem solver.
- Proven ability to build relationships with the full range of actors including government, chiefs, military, police, and non-state actors.
- Ability to interact confidently in English and Ukrainian/Russian.
- Good skills in Microsoft Office applications.
Other Specialized Requirements - Values in Practice
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling NP values.
- Works within the coordination structure to ensure that clear lines of accountability for decision-making and reporting are established and followed.
- Sets ambitious and challenging goals for themselves and the working group, and takes responsibility for their personal development.
- Approachable, good listener, easy to talk to.
- Builds and maintains effective relationships with colleagues, Members and external partners and supporters.
- Values diversity and different people’s perspectives, able to work cross-culturally.
- Develops and encourages new and innovative solutions.
- Cuts away bureaucracy and encourages an entrepreneurial approach whilst sticking to the principle of fairness and predictability within HR
- Honest, encourages openness and transparency, builds trust and confidence – can admit mistakes and takes ownership for departmental problems
- Consistently displays excellent judgement.
HOW TO APPLY
- Candidates meeting the above requirements are requested to visit our website to apply with a CV (max 2 pages) and Cover Letter (1 page) in English. Incomplete applications will not be considered
- The position will be open until filled. The first review of CVs will happen on 21st April 2023
- This position is open to Ukrainian nationals only
- Candidates may be selected before the closing date, apply early
- As part of the recruitment process, shortlisted candidates may be asked to complete a written assignment before participating in an interview
NP is committed to achieving a 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.
NP acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, people in communities we serve, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, and government guidance and complies with best practice in the Humanitarian and Development sector.