HR/Admin Assistant

Position: HR Assistant, Ukraine 

Department/Project/Country: NPA DMAD Ukraine 

Last revised: September, 2026

Line manager: 

HR/Admin Manager, Senior HR Officer 

Additional reporting line: Country Director (CD), Programme Manager (PM) 

For national staff only

Responsibilities: 

General Responsibilities 

• Adhere to Norwegian People’s Aid (NPA) Global HR Policy for national staff, NPA Country Office HR policies and procedures, and the national law. 

• Assist in HR/FIN-related queries, ensuring that national Laws and regulations are thoroughly followed.  

Specific duties  

• Assist Senior HR Officer and HR/Admin Manager in facilitating the hiring process, including  preparing Employment packs for new employees (contract preparation and preparation of all employment-related documents),  

• Assist in providing organizational information to all newcomers and introducing them to NPA HR policies and procedures and local regulations.  

• Assist in the preparation of all types of contracts for all NPA local staff (training and employment contracts, as well as short-term engagements), ensuring that all contracts are in line with national Law and regulations and NPA policies  

• Assist in ensuring that every personnel file has an archived copy of the national ID card, job application, CV, contract of employment, code of conduct, training records, records on disciplinary actions, appraisals, leave records, as well as emergency contact records.  

• Assist in managing the leave system and keeping accurate HR records (timesheets, sick and other leaves, preparing HR orders according to the Labour Code requirements; Orders registration and systematization; accepting written applications from employees; registration and systematization, etc.) 

• Collect monthly timesheets (TSs), ensuring that all are signed by superiors and employees in accordance with NPA and donor policies.  

• Assist in preparing all training, ensuring that proper documentation and records are achieved for all training, courses, and workshops.  

• Assist HR department and Safeguarding Officer in the preparation, development and delivery of internal trainings, courses and workshops on NPA Safeguarding, Code of Conduct and Gender and Diversity policies. 

• Assisting and supporting in HR daily routine (registration Logs and Journals of employees; Employee’s internal ID);   

• Assisting with external partners: Health Insurance companies; state authorities (Employment centres, Military Commissariat, state medical clinics, etc.).   

• Assist in any other unforeseen tasks related to HR and Administration and as required by the line management.  

Required qualifications: 

Must have: 

• University degree/diploma in a relevant subject. 

• Mother tongue in Ukrainian. 

• Intermediate English language skills - both written and spoken. 
• Basic knowledge of Ukrainian Labor Legislation

• Computer and Microsoft software skills. 
•  Experience in 1C/BAS will be an advantage.

Experience: 

• Minimum 1.5 years of experience within the HR or 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 Assistant is to abide by the policies and personal code of conduct set by the NPA and represent the organisation loyally and responsibly. 

The line manager will regularly review the job description. 

About the Recruitment Process

We work continuously for more diversity and inclusion throughout Norwegian People's Aid. We encourage all qualified candidates to apply.  

Please note, that only applications submitted through our career site will be considered. Applications and resumes sent via e-mail will not be reviewed.

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!