Senior People & Culture Officer

Job Summary: 

The Senior People & Culture Officer will support the People & Culture Manager to implement efficient standard Human Resources (HR) processes including but not limited: benefits administration, employee relations, HRIS, training and development, and performance management. Addresses employee relations issues, such as new employee work complaints or other employee concerns. Serves as a point of contact for team and managers with questions related to their personal employee information. May conduct new-hire orientations and facilitate employee exit interviews.  Prepares special reports using HRIS data, and oversees filing and organizing HR paperwork, any other administrative support.    

Accountabilities: 

• Oversee administrative support to recruitment and onboarding process with team members to ensure a smooth process flow from identification of a vacancy to the filling of that vacancy and onboarding of new staff.  

• Oversee submission of employee data for New Hires in human resource information systems (HRIS) processing required forms and data; keeps system updated for changes such as employee promotion and separations; ensure employee and overall staffing is accurate in HRIS.   

• Follows up with HQs ESC regarding new employee ID creation and updating of organograms.  

• Tracks salary offers and works with People & Culture Manager to capture internal and external market equity. 

• Conducts new-hire orientation/onboarding. Provides newly hired employees with a general orientation to acquaint them with the history, mission, structure, programs, benefits, policies, and procedures of FHI 360. 

• Orient staff to FHI 360 training resources including mandatory FHI 360 training; review training needs with different departments and/or project teams, prepare and present the proposed trainings activities and schedule based on needs and requests. Creates reports for mandatory trainings such as code of Ethics and Safeguarding.  

• Ensure that the Ukraine HR SharePoint is organized, maintained, complete, and updated. Develops and implements a tracking system to report key metrics for measuring and predicting staffing activities. 

• Works with People & Culture Manager, and Regional People & Culture Partner as needed, to review FHI 360 performance management schedule; prepare and coordinate performance management training including training on the annual evaluation process for FHI 360 staff; guides and coaches staff members on the process as needed. 

• Establish and manage a calendar and process for completing annual and probationary employee performance evaluations. Train supervisors charged with conducting evaluations of staff members in their units and monitoring compliance with the process.  

• Maintain, monitor, and follow up on the probationary period of local staff. Notify managers when annual appraisals are due – managing any resulting staffing change requests. 

• Coordinate with Learning and Development to develop and/or identify professional development and training opportunities for staff. Respond to all staff requests for HR administrative support in an efficient and professional manner with the support of the HR Manager, as needed. 

• Supports the Ukrainian People & Culture team on benefits administration and payroll processes for the Ukraine Office. 

• Improves organization attractiveness by recommending new policies and practices; monitoring job offers and compensation practices. 

• Participates in updating HR policies, procedures, and other correspondence to ensure compliance with company policies, promote diversity, equity and inclusion, in alignment with Ukrainian employment laws.  

• Communicate effectively verbally and in writing to all staff on HR policies and procedures. 

• May assist with separation process/exit interviews. 

• Identifies frequently asked questions and provides recommendations for how information should be communicated to staff. 

• Conducts HR trend analysis and reporting activities to identify opportunities and recommend solutions to management. 

• May investigate and resolve routine employee relations issues. 

• Additional tasks as requested. 

Education Qualification & Experience 

• Bachelor’s Degree or its International Equivalent in Business Administration, Social Sciences, Finance, HR  

• 5-7 years of experience providing full range of HR administrative support in an office setting. 

• Prior work experience in a non-governmental organization (NGO) a plus. 

• Related HR specialized training.  

• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and HRIS /Data Base systems. 

• Cultural sensitivity and sound understanding of the needs of vulnerable populations. 

• Fluent in Ukrainian with excellent oral and written proficiency in English. 

• Good report writing and documentation skills. 

• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision. 

• Ability to travel within country or region and internationally if needed.  

• Must be able to read, write and speak fluent Ukrainian and have proficiency in English 

Typical Physical Demands: 

• Typical office environment. 

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard. 

• Ability to sit and stand for extended periods of time. 

• Ability to lift/move up to 5 lbs. 

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Teams), cell phone/mobile technology, and standard office equipment. 

Travel Requirements: 

• Less than 10%