Human Resources and Administration Manager

HR & Administration Manager

Location: Kiev, Ukraine

Reports to: Ukraine Program Director & (dotted lines to Europe Head of Platform Services, Europe HR Lead)

Full time, 2-year contract

Hello Hello! So you’re interested in joining us? Welcome, we’re happy you’re here.

When you Join Alight, you’ll find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

An organization that refuses to settle for anything less than delivering human-worthy services.

If you are looking to be part of a living, breathing, ever-changing organization full of disrupters and doers, then read on!

We are proud to work on borderless teams. We hire great people from a wide variety of backgrounds and specifically encourage members of refugee, immigrant, or other displaced communities to join us.

The Role

The main responsibility of the HR & Administration Manager is to care for the people & engagement function of our growing team in Ukraine. Alight’s Ukraine-based operation is responding to displacement caused by the invasion of Ukraine. The program will support displaced people and responding organizations to do the doable, guide newly displaced, and create safe havens for safety and healing.

Simply put, your purpose will be to ensure the proper functioning of all human resources and people-related issues and for the smooth administrative support of our program activities in Ukraine. You will work in close collaboration with the Ukraine Program Director, Europe Executive Director, Europe Head of Platforms, and Europe HR Lead to ensure that our teams are undoubtedly supported and cared for in their work.

Building a shared organization takes time and intention. We will always be becoming Alight, which means your work will evolve as well. For now, here’s how you could anticipate spending your time:

Area of Work - HR Management

• Collaborate with the Ukraine Program Director, Europe Executive Director, Europe Head of Platforms, and Europe HR Lead to implement an HR strategy that is in line with the organization’s country and regional goals and objectives.
• Lead the development and implementation of HR & Admin systems in collaboration with Alight’s global support team.
• Coordinate HR management oversight and leadership for our team, including consultants and volunteers throughout the region.
• Work with the Ukraine Program Director, Europe Executive Director, Europe Head of Platforms, and Europe HR Lead to identify growth opportunities for Ukrainian team. Identify appropriate training opportunities, internal and external, formal, and informal, to enable all Alight teams to broaden and develop their professional skills.
• Coordinate and lead the hiring process, including full-cycle recruitment for all positions, ensuring Alight’s brand and high-touch approach is experienced by all candidates.
• Develop and maintain an effective orientation package and ensure new team members are appropriately orientated to the organizational culture and role specifications in a timely manner.
• Develop a future HR manual for Ukraine HR & Admins operations.
• Coordinate with Alight Ukraine’s Psychologist to support the wellbeing of team members, especially front line / direct service providers.
• Manage personnel contracts and renewals.
• Monitor the local labor law requirements/changes and update HR procedures and processes accordingly. Ensure Alight is in compliance with all local labor and taxation laws, and minimization of legal exposure.
• Advise on HR policies regarding equal employment opportunities, compensation and employment benefits.
• Advise and coordinate with contractors on appropriate resolution of contractor relations issues and/or disciplinary action.
• Manage and administer benefits programs, coordinate the personnel administration processes.
• Coordinate payroll issues with Finance department.
• Develop and recommend competitive benefits offerings, act as point of contact for Alight’s insurance carriers.
• Collect, review, and submit timesheets to the Finance department on a monthly basis.

Area of Work - Alight Coordination:

• Work with lawyers and accounting firms for any support and guidance related to HR issues, administrative functions of the organisation, and any administrative support guidance required for Finance or Operations.
• Work with experts on work permits, visa and temporary/permanent residency requirements for Alight staff, when requested.
• Coordinate transport logistics, booking of accommodation for visitors and staff.
• Book and process payment to hotel, conference venues, etc.; in support of operations.
• Research information, prepare special and on-time reports, summaries and replies to inquiries.
• Ensure Alight assets and inventory are well maintained, updating the Fixed Assets Register on a quarterly basis.
• Receive, log, and distribute all incoming local/international correspondence (mail, deliveries, etc.)
• Maintain a well-organized filing and documentation system, including the use of SharePoint and procurement email account.
• Monitor services contracts, ensure timely renewal, and process invoices and payments as required.
• Oversee the management and inventory of office stationery to staff ensuring supplies are accounted for and replenish on time for use.
• Ensure proper procurement and maintenance of office equipment, including laptops and cell phones, as per approved procedures and policy.
• Manage and lead the process of entering and renewing leases for Alight facilities.
• Prepare reports for leadership within the procurement area.
• Analyze existing administrative processes and procedures and advise Finance, HR, and leadership team.
• Support orientation for new team members, including ensuring all IT arrangements fulfilled, building tour/entry provided, materials to start.
• Ensure that Alight negotiates the best value for money for all materials and services.
• Procurement support – arrange, pick up, distribute, and arrange delivery of all procurements.
• Track finances from a variety of means; via debit card, cash receipts, and wire transfers.
• Support implementation of the procurement procedures in accordance with the Alight Global policies, donor requirements, and Polish regulations.
• Support operations as requested for Alight Poland programs (U4U, QIP, Guides work).
• Manage production and provision of Alight visibility items to Alight team members and volunteers.
• Other project support as needed and assigned.

Qualifications

These are “must-haves” when you join Alight:

Open heart and open mind. You start by listening. You believe another person’s truth and it changes you. It unlocks your way of thinking in that moment, it opens your world.

Curiosity. You are always learning. You ask why and why again. You know that change (big and small) is constant, which means your curiosity to learn is matched with adaptability to evolve.

Trust. You believe that people do their best, are disciplined, and care about this as much as you do. You take responsibility for your part and know how to step back and give others the space to shine.

We’re also looking for the following education, technical skills, & knowledge:

• A minimum of 5 to 7 years of INGO or private sector experience setting up and managing human resource and operations systems.

• Knowledge of NGO systems and procedures desirable.

• Demonstrated understanding of complex emergencies with experience in insecure environments.

• Demonstrated attention to detail, following procedures, meeting deadlines, working and problem-solving independently and cooperatively.

• Excellent negotiation and representation skills.

• Effective verbal and written communication, and organizational skills.

• Fluency in oral and written Ukrainian and English is required, Polish a plus.

• Ability to work effectively with a diverse team in a sensitive environment.

Key Behaviors & Abilities:

• Proven ability to manage staff and work effectively with colleagues, donors, partner organizations, stakeholders, local institutions, and others at all levels.
• Analytical thinking and attention to detail.
• Strong ethical standards and high level of integrity.
• Ability to work effectively on his/her own and as part of a team.
• Ability to think objectively and demonstrate sound judgment.
• Strong communication skills, both written and verbal.
• Organization and facilitation skills.
• Resilience under pressure.
• Flexible thinking and ability to adapt to change.
• Strong interpersonal skills and organizational skills.
• Ability to work under stress and with tight deadlines.
• Willingness to travel to the communities on an ad hoc basis.

These are the things we’re aiming to find. However, we’re open to being surprised. If you embody the spirit of Alight, care deeply about the cause, and if you bring something else that’s special, then please reach out.

A cover letter is required as part of the application so we can learn more about you beyond your resume!

You will also be asked to respond briefly to the following questions:

1. We believe in an abundant world full of amazing people who want to help. Please share a moment of abundance that you’ve experienced in your life or work.
2. Please provide 3 questions you would like to ask us.
3. Is there anything else you'd like us to know about you?

Benefits

Borderless Team of 2,500 staff worldwide that sees possibility, celebrates moments of abundance, shares new ideas, and strives to do a better thing every day.

Family Friendly – We know that you are a whole person with a life and a family. We honor this. In return, we expect that you will take ownership of your work and follow-through on your commitments; sometimes that means flexing your schedule and we’re good with that.

Learning & Development – Access thousands of free online learning courses to take at your own pace and tailor to your professional goals.

Life insurance, Private medical care, Flexible working opportunities, Friendly and supportive culture, and team.

Alight

We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced. WeAreAlight.org

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, gender expression, age, national origin, citizenship, physical or mental disability, or protected veteran status. Alight complies with all applicable laws governing nondiscrimination in employment.

How to apply

https://app.jobvite.com/j?cj=oYefofwz&s=ReliefWeb