Human Resources and Administration Assistant At Nonviolent Peaceforce

Job Title: Human Resources and Administration Assistant

Department: Operations

Division: Human Resources

Duty Station: Odesa (Country office NPUA)

Line Manager: HR Manager

Line Management Responsibility: N/A

Position Type: Full Time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

Overview:

NP first established a presence in Ukraine in 2014/2015 working on peacebuilding and conflict mediation. NP has had a sustained presence in Ukraine since April 2022. NP occupies a unique space in the protection response in Ukraine; simultaneously providing direct protection to at-risk civilians and providing hands-on support to front-line volunteer collectives to directly contribute to the sustainability and safety of their actions.

Job Summary:

We have an exciting opportunity in our NPUA Country office (CO) to provide a central support service to multiple departments. We are looking for someone with a passion for organization and accuracy looking to use their skills in complex administration, multi-tasking and problem-solving to make an impact on NP’s administrative and operational duties.

In this varied role, you will maintain our reputation for excellence and professionalism by using your high-level organisational, communication and IT skills to provide a key central support function to various teams: HR, Finance and the Field teams, in particular the Field Programme Officers (FPO).

You will also support the NPUA CO team with administrative and operational duties. This will include performing a variety of administrative tasks, including: organising domestic and international travel requirements, booking accommodation, management of office and accommodation contracts, management of the office administration, asset management and support with the planning of meetings or events.

We are a small group of collaborators who take pride in their work while supporting each other on the team. If you are naturally organised with good IT skills, a keen eye for detail, a positive “can do” attitude and relish multitasking and problem-solving, we would love to hear from you.

Key Responsibilities:

Commitment to NP Principles

• Demonstrate a commitment to NP’s mandate and principles.
• Maintain a positive image of the organisation full-time while communicating with external actors, staff or operating in the field.

Support to Administration

• Responsible for all routine travel and accommodation arrangements
• Support for collation and signing of Business travel orders.
• Support all NPUA staff with business cards and ID cards.
• Primary focal point for the immigration process for international staff.
• Other administrative support as necessary to the teams and Head of Mission.

Support to Human Resources

• Support the HR officer with all staff documentation including timesheets.
• Track completion of all compulsory training and provide monthly updates to HR Manager.
• Support between NPHR and HR outsourcing provider.
• Other administrative support as necessary to the teams and Head of Mission.

Odesa Management Support

• Reception and sending of packages and other registered mail through Nova Poshta.
• Manage office supplies procurement and inventory.
• Other support upon request from Line Manager and/or Head of Mission.

Qualifications:

• High school diploma.
• Proficiency with the Microsoft Office 365 (Word, Excel, Outlook etc.) required.
• Familiar with basic IT problem solving a plus.

Key Challenges:

Building and sustaining collaborative partnerships, negotiating, and resolving contentious issues and conflicts of interest while managing and balancing varied, diverse stakeholder priorities.

Skills and Competencies:

• Ability to interact confidently with and present information effectively to colleagues and external contacts in verbal and written English.
• Excellent problem-solving and analytical abilities.
• Ability to work effectively in a team and independently.

Preferred Qualifications:

• Experience working in an NGO or similar organisation.

Working Conditions:

• This country office position may include challenging living conditions, limited access to amenities, and potentially unstable security situations.
• Demonstrated ability to adhere to strict security protocols and maintain high level of safety protocols.