HR & Admin Officer (Ukraine Nationals Only)

Описание

ROLE PURPOSE:
The HR & Admin Officer is responsible for ensuring effective implementation of human resources and 
administrative processes in line with Save the Children International (SCI) policies, standards, and local 
labor legislation. The role provides direct technical and operational support to the HR/Admin Coordinator 
and managers in the areas of recruitment, staff management, documentation, payroll, and general office 
administration.
The HR component focuses on supporting and coordinating HR activities including recruitment, 
onboarding, payroll data management, leave and performance tracking, and maintaining accurate and 
compliant employee records.
The administrative component ensures efficient day-to-day office operations, including payment processing, 
logistics, procurement of supplies, staff wellbeing activities, and supervision of support staff.
This position requires strong organizational and communication skills, attention to detail, and the ability to 
manage multiple priorities in a dynamic humanitarian environment.
Given the context of Ukraine, the HR & Admin Officer may be required to work beyond the regular role 
profile to support emergency response and ensure continuity of operations.

KEY AREAS OF ACCOUNTABILITY:

HR support
• Collects primary data ( personal data, contracts/agreements, policies signed, certificates of 
trainings completion, applications, etc), ensures its availability in personal files
• Preparation of HR related agreements, documents, orders, letters, certificates in accordance with 
Ukrainian legislation
• Supports HR Coordinator in tracking timesheets completion for National/International staff
• Collects, checks and tracks Leave Forms and supports to update Leave Tracker for 
National/International staff, supports
• Maintains and regularly updates information on completed inductions for new staff;
• Communicates with IT team on staff e-mails accounts issues;
• Maintains all trackers for quick retrieval of information as and when required (leave tracker, 
recruitment tracker etc.)
• Supports HR/Admin Coordinator with data for submitting payroll payment documents to Finance 
department;
• Responsible for proper data management of documentation and reports for support staff (contracts 
for support, act-invoices, recommendation letters, travel reports etc.);
• Assists in updating the Performance Management system, and prepares reports on needs basis;
• Provides support in all tasks related to day-to-day HR activities;
• Helps to proceed with insurances for staff;
• Supports HR&Admin Coordinator in preparing documentation for liaison with external parties
• on staff registration, taxation, insurances, learning & development, wellness, and others.
• Supports HR Coordinator in proper documentation and conducting recruitment processes as per 
requirement of Safe Recruitment principles.
• Ensures timely and correct records updates in HR Oracle System.

Admin support
• Support implementation of office processes and protocols in line with SCI Standard Operating 
Procedures.
• Initiate payment requests for all SCI rented premises (office, guesthouse) and utilities in Dnipro.
• Initiate and process current administrative payments.
• Submit approved payment documents to the Finance Department with all necessary supporting 
materials.
• Issue and maintain records of SIM cards for South office staff, ensuring regular reporting and 
control.
• Keep records of office and guesthouse keys, ensuring safe storage and access control.
• Arrange transportation and accommodation for staff, visitors, and guests.
• Supervise cleaning staff and verify their timesheets.
• Monitor the technical condition of the office and guesthouses; arrange cleaning, water delivery, and 
maintenance.
• Issue and register outgoing letters (outcome letters) with assigned reference numbers.
• Provide administrative support for staff wellbeing and engagement activities.
• Maintain records and place orders for necessary office supplies (cookies, coffee, cleaning products, 
etc.).
• Support logistics for visitors, delegations, and consultants, including accommodation booking, local 
transportation, and preparation of travel-related documentation.
• Prepare welcome materials and assist with meeting room setup in coordination with relevant 
departments.
• Maintain records of visitor schedules, bookings, and logistical arrangements, ensuring timely 
updates to the Safety & Security and Fleet teams.
• Assist in coordinating internal arrangements for visiting delegations and consultants.
• Act as a focal point for coordinating internal support for delegations and consultants.
• Procure office supplies, stationery, visibility items, furniture, and other administrative goods.
• Maintain records and distribute visibility materials to staff.
• Support the organization of internal and external events (trainings, meetings, conferences, corporate 
gatherings).
• Handle correspondence: registration, sending, and tracking of letters, documents, and parcels.
• Print and issue badges for SAO staff.
• Maintain records of staff birthday congratulations and assist in organizing small corporate events.
• Coordinate the schedule for using meeting and event rooms in the center.

QUALIFICATIONS AND EXPERIENCE

Education
• Certificate of education, higher level of education desirable
Qualifications
• Knowledge of Ukrainian labour legislation
• Knowledge or experience of NGO work desirable
• Knowledge of Oracle HR/ Taleo systems desirable
• Excellent interpersonal skills
• Good verbal and written communication skills in English (B or higher), and Ukrainian/Russian
• Computer literate (including working knowledge of Microsoft Office, and databases)
• Excellent attention to detail, organisational skills and discretion with confidential information
• Proven ability to handle challenging workload

Experience (Required)
• Minimum years’ experience in HR/Admin or data management related work

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities 

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse