HR and Admin Technical Assistant Ukraine Shostka

United Nations Children's Fund

JOB DESCRIPTION

 

 

  1. Role and responsibilities

The HR Admin Technical Assistant will be responsible for the day-to-day implementation of HR and Admin work at the Area level.

Generic responsibilities:

  • Adhere to NRC policies, tools, handbooks and guidelines.
  • Assist a range of support with the implementation of the support function portfolio according to plan of action.
  • Independently implement procedures and activities within own function or core competency as delegated.
  • Responsible for organizing and delivery of tasks in line with priorities and standards.
  • Use initiative in day-to-day problem solving in line with agreed procedures, priorities and standards for the area of work.
  • Collaborate with relevant departments & focal points.
  • Promote and share ideas for improvement in your area of expertise.

Specific responsibilities 

  • Perform all administrative tasks to ensure the smooth operation of Shostka Field Office: ordering cleaning supplies, office supplies and consumables; management of lease and security agreements for Shostka office by preparing the agreements, submitting PR/PO necessary for payments, being the focal point for the office Landlor, preparing lease amendments (extension, termination, other changes of the agreement).
  • Oversee the cleaner tasks
  • Assist in drafting letters, cover letter for official correspondence.

Reply to general information requests with accurate information. Sending, receiving, distributing and filing incoming and outgoing correspondence.

  • Organize events and meetings in Shostka hromada (finding venue, organizing catering, processing the payment).
  • Booking accommodation in Shostka for NRC staff and visitors if needed
  • Provide research and administrative support when necessary.
  • Timely reconciliation of cash advance if taken.
  • Collecting signatures, scanning the timesheets relate to Shostka
  • Providing/Printing documents required onboarding process for every newly recruited staff (employment agreement, mandatory policies, collecting signatures, archiving, sending hard copies CO).
  • Archiving applications related to contract termination, submitting for signature termination order and sending the hard copy to CO.
  • Preparing business trip orders, collecting the signatures, archiving.
  • Updating leave tracker for Shostka staff, collecting signatures on leave orders.
  • Perform other relevant tasks as requested by the Line Manager / ASM / AM.

 

2.

Competencies

1. Professional competencies 

  • Bachelor’s degree in relevant field. University degree will be an asset.
  • Minimum 1 year of similar work experience.
  • Experience working in a humanitarian organization will be an asset.
  • Experience working in a complex and volatile context.
  • Basic in English, fluent in Ukrainian, written and spoken.

2. Behavioural competencies

  • Strong organizational and planning skills
  • Strong networking and negotiations skills.
  • Resilience and ability to work in insecure environment with challenging workload.
  • Ability to work independently and proactively.


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