HR Officer

PLAN INTERNATIONAL IN UKRAINE

Plan International responded to the Ukraine Crisis since March 2022, starting in countries hosting Ukrainian refugees (Moldova, Romania, Poland) and thereafter expanding humanitarian operations inside Ukraine since August 2022. Since October 2022, Plan International has been duly registered in Ukraine as a representative office of Plan International Inc.

Role purpose and Background

The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighbouring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Romania, and Moldova to meet the key needs of those affected by the crisis as well as host communities.

Plan International has been present in Ukraine since July 2022 and has established partnerships with civil society organisations, ensuring national actors are equipped with technical support, best practices and flexible resources, with a primary thematic focus on Child Protection, Education and Mental Health & Psychosocial Support.

Dimensions of the Role

The HR Officer is key in ensuring effective and efficient management of People and Culture related activities towards implementation of the Humanitarian response in Ukraine. The role provides technical expertise in ensuring that all People and Culture processes, procedures, and practices are in line with Plan International policies and best practices.

The HR Officer has a particular focus on operational side of the HR functions.

Accountabilities

Recruitment

• Leads and coordinates all recruitment and selection processes for the Humanitarian response and ensures all recruitment documents are processed for necessary approvals. This includes:
  1. prepare job descriptions based on need
  2. preparing job vacancies based on job descriptions
  3. posting vacancies through different platforms
  4. prepare first screening of candidates (long/short listing)
  5. arrange written tests with candidates
  6. arrange interview with candidates 
  7. prepare interview guide in cooperation with hiring manager
  8. document interviews.
  9. Feedback to candidates
  10. Reference checks
• Support the People & Culture Manager in having a relevant strategy for recruitment. This includes overseeing where job vacancies should be posted.

HR management

• Management of staff files in order to ensure accuracy, compliance and on time payments of salaries.
• Update the HR database and staff files to facilitate HR processes management.
• Request new starter form to onboard new staff with email, HRIS and Plan Academy etc.
• Update contact list for national staff
• Onboarding orientation (office, meeting rooms, adding new staff to relevant MS Teams channels/archives and WhatsApp groups)
• Introduction to Plan Academy to do onboarding trainings
• Form and administer personal files of employees
• Coordinate submission of medical and life insurance information to the insurers on the monthly changes in the list of employees

Staff care and wellbeing: 

• Support team members in resolving professional and personal issue. 
• Support harmony/teamwork among staff to create good and healthy working environment that improves performance.
• Participates fully in local NGO or multi-sector HR networks and ensures that learning/best practices are shared and utilized
• Additional HR/ Admin tasks delegated by the People & Culture Manager

Key relationships

Human Resource Manager as the direct supervisor. In addition, close working relationship with the Country Director. Other senior colleagues are key relationships when they are Hiring Managers or support recruitment processes as panel members etc. Other colleagues on various other HR/Admin topics.

Externally relationships include contact to job vacancy portals and candidates for job vacancies.

Technical expertise, skills, and knowledge

Essential Knowledge

• BSc Degree in Human Resource Management, Management, Social Sciences or related field. Relevant professional certification and a master’s degree will be added advantage.
• Insight in Ukrainian labour market and administrative framework
• Good writing and speaking in English language.
• Good writing and speaking in Ukrainian / Russian language.

Essential Skills

• Human Resources and Administration skills
• Communicates clearly and effectively appropriate to the audience
• Good report writing skills
• Passion for learning and development.
• Good computer literacy skills (MS Office).
• Team player

Essential Behaviours 

• Good relationship building skills;
• Communicates clearly and effectively;
• Behaves calmly and consistently in approach to work and decision making.
• Is tenacious and ensures that problems are resolved.

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programs and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.