HR/Admin Assistant

Key Responsibilities 

General Responsibilities 

• Comply with Norwegian People’s Aid (NPA) Global HR Policy for national staff, NPA Country Office HR policies and procedures, as well as applicable national legislation. 

• Provide support with HR queries, ensuring full compliance with national laws and regulations. 

• Provide translations from Ukrainian into English for NPA documents, government correspondence, and general administrative materials, as requested by the line manager. 

Specific Duties 

Human Resources 

• Support the HR Officer and HR/Admin Manager throughout the recruitment process, including: 

• Drafting and updating job descriptions 

• Preparing employment packages for new staff (employment contracts and all related documentation) 

• Assist with onboarding processes by providing organisational and HR-related information to new employees, including NPA HR policies, procedures, and local labour regulations. 

• Support the preparation of all types of contracts for national staff, including employment, training, and short-term engagement contracts, ensuring compliance with national labour law and NPA policies. 

• Maintain complete and accurate personnel files, ensuring proper archiving of: 

• National ID copies 

• Job applications and CVs 

• Employment contracts 

• Code of Conduct acknowledgements 

• Training records 

• Disciplinary records and performance appraisals 

• Leave records and emergency contact details 

• Support leave management and HR record-keeping, including: 

• Timesheets, sick leave, and other leave records 

• Preparation, registration, and systematisation of HR orders in line with Labour Code requirements 

• Collection and registration of written employee applications 

• Collect and verify monthly timesheets, ensuring they are properly signed by employees and supervisors in accordance with NPA and donor requirements. 

• Assist in organising trainings, ensuring all required documentation and records for trainings, courses, and workshops are properly maintained. 

• Support the HR department in the preparation and delivery of internal training related to: 

• Safeguarding 

• Code of Conduct 

• Gender and Diversity policies 

• Provide day-to-day HR administrative support, including maintaining employee registers, logs, journals, and internal employee ID records. 

• Liaise with external partners and institutions, including health insurance providers and state authorities (employment centres, military commissariats, medical institutions, etc.). 

Authority/Decisions: 

Required qualifications: 

Must have: 

• University degree/diploma in a relevant subject. 

• Mother tongue is the Ukrainian language. 

• Upper-Intermediate and up English language skills - both written and spoken. 

• Computer and Microsoft software skills. 

• 1C/BAS skills 

Experience: 

• Minimum 6 months of experience within HR and Admin sector (preferably but not exclusively within the humanitarian sector) 

• Previous work experience in insecure environments and able to work effectively under difficult conditions. 

Personal Competencies: 

• Strong communication and interpersonal skills.  

• Systematic and organised in approach, including accuracy, consistency, attention to detail, tenacity, and the ability to work under pressure. 

• Ability to meet deadlines and work calmly under pressure with limited supervision. 

Additional Considerations: 

The HR/Admin Assistant is to abide by the policies and personal code of conduct set by the NPA and represent the organisation loyally and responsibly. 

The Job Description will be regularly reviewed by the line manager.