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Organization

i MMAP is an international non-profit organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. i MMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

The role involves managing HR administration, documentation, and compliance processes. Key responsibilities include maintaining accurate personnel files, managing employment contracts, tracking employee leaves, and coordinating medical insurance. The position supports onboarding, employee relations, and expatriate management, including Visa and Temporary Residence Permit assistance. Additionally, the role ensures compliance with military regulations by managing military records and liaising with authorities. Other duties involve updating HR databases, preparing reports, and assisting the HR Officer as needed.

Description of Duties

HR Administration and Documentation:

• Maintain and update personnel files, both digital and hard copies, ensuring accuracy and compliance with organizational standards and local laws.
• Prepare and manage HR documentation, including employment contracts and other related documents.
• Monitor contract expirations and prepare renewals, terminations, or changes in a timely manner.
• Coordinate medical insurance arrangements, including notifying the insurance company of changes in headcount and ensuring coverage aligns with organizational needs.
• Manage and maintain HR databases, ensuring data is up-to-date and accurate.
• Update internal HR documentation and inform staff of changes in HR policies and procedures.
• Manage and track employee leaves, including business trips, sicknesses, vacations, and other types of leave.

Onboarding and Employee Relations:

• Support the onboarding process for new staff, ensuring all necessary documentation is completed and terms of service are clearly communicated.
• Ensure new staff receive proper orientation and induction into the organization.
• Assist in expatriate management, including Visa and Temporary Residence Permits.

Military Compliance and Record Keeping:

• Maintain military personnel records and ensure compliance with local laws and organizational policies.
• Facilitate communication between the organization and military authorities regarding reservation of persons liable for military service and accounting-related inquiries.
• Assist in the preparation and submission of reports to state authorities.

Other Responsibilities:

• Perform other duties and tasks as requested by the HR Officer.

DISCLAIMER: Note that due to the urgency of this position, application will be reviewed on a rolling basis and the position may be filled before the recruitment closing date.

Requirements

• Bachelor’s degree in Accounting, Human Resources, Business/ Legal Administration, or a related field.
• Knowledge of Ukrainian military accounting laws and regulations.
• Proficiency in office software and database management.
• Strong organizational and communication skills.
• Experience – 2 years in a similar role is preferred.
• Fluency in Ukrainian language, Endlish - intermediate (B1-B2 level)

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and i MMAP’s policies, procedures, and values at all times and in all Countries.
i MMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.
i MMAP is an Equal Opportunity Employer regardless of background.