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Norwegian Refugee Council

HR and Administration Technical Assistant Ukraine Kharkiv

Norwegian Refugee Council
Ukraine · Full-time · Entry
Job Description

The role of the HR/Admin Technical Assistant is to perform HR and Admin related tasks in the day-to-day basis for the Field Office.

Responsibilities

Generic responsibilities:

  • Adhere to NRC policies, tools, handbooks, and guidelines.
  • Implements independently procedures and activities within own function as delegated.
  • Responsible for organizing and delivery of tasks in line with priorities and standards.
  • Develop and maintain knowledge of the specialist area of work in which technical assistance and support is being provided, to be most effective in supporting the team.
  • Use initiative in day-to-day problem solving in line with agreed procedures, priorities, and standards for the area of work.
  • Prepare and develop status reports as required by management.
  • Ensure proper filing of documents.
  • Promote and share ideas for improvement in your area of expertise.

Specific responsibilities:

HR:

  • Responsible for maintaining accurate data in the HR Database (People System, Mena System, filing tree, excel database).
  • Responsible for proper documentation and filing (i.e. personnel files, hard and electronic, timesheets, attendance sheets, overtime, leave requests, staff trackers, etc.).
  • Responsible for the proper filing of recruitment documents.
  • Supporting hiring and resignation processes in accordance with procedures (creating a contract, addendums to the contracts, updating trackers, filling out established forms, updating trackers, etc.).
  • Supporting of the induction process.
  • Supporting of vacation and sick leave processes in accordance with the procedure.
  • Creation of HR orders (hiring, resignation, transfer, vacation, business trips, etc.).
  • Tracking the attendance of the NRC’s mandatory trainings.
  • Verifying the correctness and signing timesheets of Kharkiv office employees.

Admin:

  • Maintaining the life of the Kharkiv Office:
  • Purchase of necessary goods (cleaning supplies, small appliances and furniture, kitchen utensils, stationery, tea, coffee, water, etc.) and preparing a payment package documents.
  • Organization of minor repairs and troubleshooting in the guest house.
  • Support in proper storage of office supplies.
  • Maintaining the accommodation of the international staff (items missing or that need to be replaced/repaired).
  • Search for office premises, guesthouses, apartments, and support in concluding of the agreement and further extension.
  • Managing a multi-purpose cash advance if necessary.
  • Responsible for organization of business trips for employees of the Kharkiv Оffice (booking hotels, accommodation in guesthouse).
  • Organising requested workshops, trainings, and events.
  • Responsible for updating and filing of Admin files and trackers.
  • Other tasks related to HR/Admin responsibilities.

Qualifications

Generic professional competencies for this position:

  • Experience working in a humanitarian/recovery context, technical-specific knowledge of the humanitarian sector is an asset.
  • Ability to remain calm and professional in tense situations.
  • Documented technical competencies related to the position’s responsibilities.

Context/specific skills, knowledge, and experience:

  • Bachelor’s degree and above in relevant field
  • Years of Experience - 1
  • Experience of working in HR and Admin field
  • Confident user of MS Office
  • Confident level of spoken and written English
  • Fluent in Ukrainian and Russian

What Do We Offer

This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.

We offer an opportunity to match your career to a compelling cause and a chance to meet and work with people who are the best in their fields.

We are also looking for people who share our values:

  • To be dedicated in what we do;
  • To be innovative with our solutions;
  • To act as one unified and inclusive team;
  • To be accountable to the donors that make our work possible;

We invite applications from all qualified and interested candidates. Candidates are encouraged to apply early, as applications will be screened on a rolling basis and interviews will be assigned instantly until a suitable candidate is selected.

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Posted
Aug 14, 2025
Type
Full-time
Level
Entry
Location
Kharkiv
Company
Norwegian Refugee Council

Industries

Non-profit Organizations

Categories

Human Resources

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