Human Resources Assistant

JOB OVERVIEW

HR Assistant will support the HR department by handling archiving, scanning, filing, and other routine administrative and paperwork tasks. Maintaining and managing HR archives (both paper and digital)

KEY RESPONSIBILITIES

HR Assistant will work closely with all HR team members in all offices to ensure timely documentation and archiving processes.

Document Management:
• Physically scan documents, store both paper and electronic copies, ensuring completeness and accuracy of documents.
• Print and monitor signatures on personnel documents and distribute them across all offices.
• Print ID cards for new employees.
• Support the contracting process with contractors (civil law contracts).

Document Delivery Assistance:
• Assist with the delivery and receipt of documents and small parcels, ensuring timely and accurate service.
• Maintain confidentiality when working with documents and parcels.
• Update trackers for all delivery and receipt requests to ensure reliable accounting and tracking.

Administrative Support:
The HR Assistant will support HR team members in organizing and conducting various events, including but not limited to:
• Event booking (e.g., training, staff meetings, social events) in the calendar.
• Request translation services for HR-organized events, if necessary.
• Order office supplies, prepare rooms.
• Prepare and monitor attendance lists.
• Provide other administrative support for HR events both online and offline.

Support to the Deputy Director People and Culture as requested:
• Prepare standard confirmation letters, employment verification letters, etc.
• Format and edit documents.
• Assist in preparing presentations, meeting minutes.

JOB REQUIREMENTS

Education: Bachelor's degree or equivalent

Experience:

• Experience in document management.
• Experience with office equipment.
• Experience with Microsoft tools; knowledge of Box is a plus.

Demonstrated Skills and Competencies:

• Ability to work in both Ukrainian and English.
• Understanding of relevant policies and procedures.
• Attention to detail.
• Ability to perform routine and repetitive tasks.
• Ability to multitask.
• Quick learning and flexibility.

REPORTING STRUCTURE AND TEAM COLLABORATION

HR Assistant will work closely with all HR team members, especially those based in Kyiv, and will also liaise with the Finance department, the Supply team, including Procurement and Administration departments. The HR Assistant will also have contact with Program Support in all field offices.

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION

• This role requires full-time work in the office or
• Exempt from overtime
• Work in the matrix organization
• Fast pace of working, multitasking and stressful work
• The organization cares about staff and provides flexible working options (start early-finish early, start later-finish later, remote work)

IRC employees are eligible to the following benefits:

• Competitive salary
• Purposeful job and development opportunities

• English classes and unlimited online training courses
• Life Insurance
• Medical insurance for staff and family members
• Free psychological support to employees and their family members
• 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• Up to 10 days of paid medical leave