Administration and Travel Officer (National contract) At Terre des hommes

Terre des hommes is looking for a proactive, energetic, and organised Administration and Travel Officer, to join its team in Kyiv city, to support in the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you.

Start date: As soon as possible

Contract: 12 months (with possibility of extension)

Probation period: 3 months

Remuneration package: Attractive salary, private health insurance and life insurance against accidents

Location: Kyiv city

Deadline for applications: Recruitment will be ongoing until position is occupied

WHAT WE DO, IN EUROPE AND UKRAINE

Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for children and youth, especially those most exposed to risks, making an impact with innovative and sustainable solutions. Working in more than 30 countries, Tdh focuses on maternal and child health, migration and access to justice for children.

In Ukraine, since 2015, Tdh has been providing a variety of services to children, youth and their families in the conflict-affected area, with a special focus on psychosocial support. For more information, please check https://www.tdh.ch/en https://tdh-ukraine.org/en www.facebook.com/TdhUkraine/

ROLE DESCRIPTION

The Administration and Travel Officer is responsible for supporting processes on HR and logistics issues in accordance with the current legislation of Ukraine. He/she participates in the development and implementation of Tdh’s internal policies, procedures and rules. He/she is directly involved in the organization and provision of business trips for employees. He/she is responsible for supporting and participating in solving organizational issues of the Organization.

MAIN RESPONSIBILITIES

HR Administration

• Maintaining Employment contracts of employees in order, which includes but is not limited to: timely contracts extension, contracts termination, changing conditions of contract etc;
• Keeping personnel data in proper order (along with other team members);
• Performing advisory role to HR colleagues, employees and managers on different types of labour-related requests (individual, group requests and workshop formats);
• Participating in audits (both: external and internal);
• Taking active part in the development and update of HR policies and procedures;
• Constant tracking of the changes in Labour legislation and conducting individual or group educational sessions in the HR team;
• Participating in different digitalization/optimization activities of HR processes;
• Handle organizational issues for events, conferences, training including supporting with procurement of various services as needed;
• Adhere to TDH policies, handbooks, guidelines, and donor requirements;
• Perform other duties, as assigned by the Line Manager;
• Management of office supplies, stationaries and any other admin needs;
• Liaise with cleaner ensuring that the office is clean and look professional at all times and schedule the cleaner for weekly visits to the office guesthouses.

Support of international staff

• Take part in the welcome and administrative briefing for new international staff;
• Manage the visa/residency and any other related application process and ensure a proper follow up of the status of all international staff and visitors;
• Review once a month the “Welcome to Ukraine” kit for new personnel and visitors;
• Ensure that Tdh’s internal staff regulations for international staff and procedures are respected by all.

Travel support

• Monitor administrative activities and ensure that project practices are in line with the policy manual and security procedures;
• Arrange hotel and travel reservations of local and international staff, consultants, training participants of programs traveling to and within Ukraine, and internationally, utilizing the support of travel companies as necessary;
• Help resolve travel issues such as trouble shooting unforeseen delays. Seek opportunities and offer suggestions to improve travel process;
• Assist the line manager in developing travel SOPs and coordinate with relevant departments as required for the process;
• Support in implementation of related framework agreements, by ordering services under existing contract, such as: on-call drivers and taxi services for the office;
• Conduct training on travel procedures for newly hired staff;
• Ensure all documentation is filed on SharePoint and adhering to Tdh standards.

YOUR PROFILE

• BA/MSc in social sciences, management, law, economics or similar area (preferably with a focus on HR management);
• Profound knowledge of Ukrainian labour legislation and hand-on experience of dealing with different aspects of it;
• At least 2 years of proven work experience in Staff Administration area in international company of 50+ employees size;
• Excellent skills in MS Word, Excel, and PowerPoint.
• Advance IT knowledge (hardware and software, Microsoft Office, Internet, Server, LINUX).
• Fluent in Ukrainian and English (written and spoken). French will be an asset.

PERSONAL COMPETENCIES

• Excellent communication and interpersonal skills, with the ability to work collaboratively in a multi-cultural environment;
• Ability to work proactively and independently;
• High level of discretion, integrity and sense of tone;
• Stress-resistance and good self-organizational skills;
• Team-work and high level of empathy;
• Commitment to learning and implementing organizational policies and procedures;
• Ability to work effectively in a fast-paced and dynamic environment, handling multiple priorities.
• Excellent negotiation, vendor management, and communication skills.
• Strong analytical and problem-solving skills, with attention to detail.

Child Safeguarding Policy:

To commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy.

GDPR compliance:

By sending your application, you agree that your personal data will be used in the recruitment process. All the documents we will request in different steps of the recruitment process will only be used for this purpose.

All staff involved in recruitment and selection are aware that data protection rules apply, and that personal information will be treated confidentially. According to our policy, we will keep your application documents for the period of the recruitment only.

Due to an anticipated high number of applications, Tdh is not in a position to respond to every applicant individually. Please note that only short-listed candidates will be contacted for the first interview.