Head of Department: Human Resources (HR) and Administration, Ukraine At HEKS/EPER

HEKS/EPER pursues the vision of a just world where the dignity of everyone is respected, peace reigns and the natural environment is conserved. In the framework of the 2030 Agenda, we work in the four thematic priority areas of “Climate justice”, “Right to land and food”, “Flight and migration”, and “Inclusion”. HEKS/EPER also provides humanitarian aid for people affected by natural disasters and armed conflicts. The goal is to induce change at the social, economic and political levels. HEKS/EPER helps improve the living conditions of people in Switzerland and around the world, claims their rights, and to this end, mobilizes and raises awareness on the part of society, policy-makers, business and churches.

The Country Administrative and HR Head of Department ensures efficient and effective administrative and human resources operations within the HEKS/EPER country office in Ukraine. Reporting to the Country Director, the incumbent oversees human resources, general administration, and provides technical guidance to administrative staff across operational offices. This role requires attention to detail, strong organizational skills, and the ability to manage diverse tasks in a dynamic environment.

We are therefore looking for an experienced and dedicated employee at the earliest possible date or by arrangement as:

Head of Department: Human Resources (HR) and Administration, Ukraine

Your main responsibilities:

Human Resources Management:

• Clarify organizational structure through well-defined organigram and harmonized job descriptions
• Ensure compliance with health and safety regulations in the workplace
• Make recommendations and participate in the rationalization and optimization of the human resources of the delegation
• Provide recommendation on psychological support for all HEKS/EPER staff

National HR Management

• Oversee the full spectrum of human resources administration: including recruitment, contract administration, onboarding, and offboarding procedures
• Ensure accurate payroll calculation and timely disbursement of salaries and benefits
• Manage leave records in line with organizational policies and local regulations
• In line with legal framework and internal rules and regulations, develop and implement comprehensive HR policies, and associated tools and procedures (per diem, relocation, insurances, benefits, etc.), seeking opportunities for policy enhancement
• Shape and implement capacity-building plans in coordination with the Country Director and the heads of department
• Ensure HEKS/EPER remuneration policy is competitive and compliant with legal framework and budgeting
• Follow the disciplinary process, provide advice to the managers, ensure legality of the process
• Manage health insurance contract for staff

Expatriate HR Managment

• Supervise the process for visas, work and residency permits as required
• Ensure housing rules are designed, communicated and implemented in all locations in line with regulations for expatriates
• Supervise presence/leave records in line with organizational policies and communicate/archive according to internal procedures

Office Management:

• Ensure smooth and efficient functionality of office spaces and operations of all offices in Ukraine: the coordination office in Kiev as well as field offices in Dnipro, Lozova, Kharkiv, Mykolaiv and Odesa
• Manage office supplies, maintenance, small furniture items, and equipment
• Coordinate travel arrangements for newcomers and visitors, including flights, train bookings, hotel reservations, and other logistics needs
• Collect invoices and receipts, submit payment requests, and follow up with service providers
• Manage and track local contracts for office spaces and

General Administration:

• Oversee the official organizational registration process, ensuring adherence to local legal requirements
• Address tax exemption matters, engaging with government bodies as necessary
• Prepare and submit official administrative reports to the host country’s government, ensuring compliance with relevant obligations
• Manage protocol, liaise with legal advisors, maintain relationships with authorities, and explore potential tax exemptions for the organization
• Ensure the legal monitoring with the support of external legal advisors and coordination with other humanitarian actors

Supervision and Technical Guidance:

• Supervise the HR and administrative team at coordination level, fostering a collaborative and positive work environment
• Provide expert guidance to HR and administrative staff across operational offices, offering technical support and methodological direction
• Collaborate closely with Field Operations Managers to ensure seamless execution of daily administrative tasks
• Foster professional development opportunities for administrative and HR staff, enhancing their skills and competencies
• Contribute significantly to the overall efficiency and effectiveness of administrative operations through supervisory functions

Coordination and Strategy:

• Contribute to strategic planning and decision-making processes as a member of the senior management team
• Lead the HR and administrative team at coordination level, fostering a collaborative and positive work environment
• Develop and manage the department’s budget, ensuring cost-effective use of resources
• Monitor and evaluate the effectiveness of HR and administrative functions, implementing improvements as needed
• Participate and give recommendations on audits encompassing HR and admin
• Represent the organization in HR and administrative matters with external stakeholders and partners
• Provide recommendations and alert about challenges and risks linked to his/her field of responsibility (HR, admin, legal)
• Participate in project proposals and reporting according to his/her field of expertise

To be successful you bring:

• Bachelor’s degree in human resources, Business Administration, Management, or a related field. Master’s degree preferred
• Minimum of 5 years of experience in HR and administrative management, preferably in a humanitarian or non-profit organization
• Proven experience in a leadership role, managing teams and overseeing complex HR and administrative functions
• Experience working in conflict or post-conflict environments is highly desirable
• Strong understanding of HR practices, labour laws, and administrative procedures
• Excellent leadership and people management skills
• Strong organizational and problem-solving abilities
• Ability to work under pressure and manage multiple tasks simultaneously
• Proficiency in MS Office and HR management software
• Excellent communication and interpersonal skills
• Fluency in English; knowledge of Ukrainian or Russian is an asset
• High level of integrity and professionalism
• Strong commitment to the mission and values of the organization
• Cultural sensitivity and ability to work in a diverse team
• Flexibility and adaptability to changing circumstances and priorities

What you can expect from us:

• An opportunity to make a difference in this world
• An interesting and challenging position
• An international position with a duty station in Kiev with travels to field offices in Dnipro, Kharkiv, Mykolaiv, Odesa and Lozova
• Duration 6 months (possible extension)
• Competitive salary
• Accommodation provided by HEKS/EPER
• Insurance package