HR and Administration Officer (pre-assessment)

Position Summary

Momentum Wheels for Humanity (MWH) seeks a HR and Administration Officer to provide HR and administrative support for MWH’s portfolio of projects in Ukraine. The HR and Administration Officer will facilitate local recruitments, manage and maintain recruitment and personnel files, and liaise with MWH’s payroll provider to ensure accurate and complete payroll processing and reporting. The HR and Administration Officer will also support the Direct supervisor and other operations and logistics staff with day-to-day administrative support tasks. Only candidates with work authorization in Ukraine will be considered; relocation benefits will not be provided.

Fixed-Term Position: 10 Months

About Momentum Wheels for Humanity

Since 1996, Momentum Wheels for Humanity has increased access to mobility and improved the quality of life for children, teens, and adults with physical disabilities in more than 50 low- and middle-income countries. We build and strengthen rehabilitation services within health systems through training and capacity building, policy and standards development, and supply and distribution of wheelchairs and other life-changing equipment. For more information, visit https://momentum4humanity.org/. 

Expected Duties and Responsibilities  

HR and Administration Officer will have the following responsibilities: 

Recruitment and HR functions

• Lead the recruitment process for new positions in accordance with MWH policies and procedures: develop and post job advertisements, review and shortlist CVs, screen candidates, schedule and assist with interviews, conduct reference and security checks, and prepare offer letters.

• Prepare draft agreements for local employees and consultants for review by the direct supervisor.

• Collect, review, and file employee documentation in a well-organized personnel filing system.

• Schedule and conduct new hire orientations; ensure effective onboarding of new employees and consultants.

• Ensure that all Ukraine-based staff have valid contracts, amendments, and job descriptions signed and on file at all times.

• Prepare required monthly employment documentation in cooperation with the direct supervisor for submission to relevant government authorities.

• Maintain proper physical and electronic HR filing systems in accordance with MWH requirements.

• Liaise with MWH’s payroll provider under the direction of the line manager to ensure accurate and complete payroll processing.

• Issue HR orders for employment, termination, vacation, sick leave, and other personnel actions as needed.

• Compile and review monthly timekeeping reports and timesheets for national personnel.

• Create and maintain a vacation schedule for staff.

• Prepare termination documentation in compliance with MWH policies and Ukrainian labor law.

• Conduct monthly scanning of HR documents and ensure they are current and stored in OneDrive.

• Ensure all recruitment and staffing procedures comply with internal policies and Ukrainian legislation.

Administrative Functions

• Support the logistics team in maintaining adequate office and cleaning supplies.

• Supervise the work of cleaners and local contractors.

• Coordinate the repair and maintenance of office equipment and furniture (e.g., printers, projectors, computers) in cooperation with the logistics team.

• Maintain electronic and physical administrative filing systems.

• Respond to administrative queries and resolve related issues.

• Perform other tasks as assigned by the direct supervisor or Country Director.

Minimum Qualifications

• Bachelor’s degree in a relevant field, including human resources, accounting, business administration, or another related field
• At least three years of project-based HR or operations experience, preferably within the Ukrainian non-profit sector 
• Knowledge of USAID and/or other international donors' operational and recruitment procedures
• Strong attention to detail and ability to work as a team member with minimal supervision
• Ability to organize and develop effective filing systems and manage databases
• Excellent interpersonal, written, and verbal communication skills 
• A flexible and problem-solving approach
• Good computer skills with proficiency in Microsoft Office and Outlook, Zoom
• Written and spoken fluency in Ukrainian
• Strong written and spoken fluency in English 

 Preferred Qualifications

• Demonstrable experience supporting HR and administrative functions, including recruitment, onboarding, personnel file management, and office administrative support strongly preferred 
• Experience working with national and/or international NGOs, and/or multilateral organizations is a benefit

How to Apply

Please submit a cover letter and resume in English to [email protected], rolling until filled. Please include “Application for HR and Administration Officer: YOUR NAME” in the subject line. Applications will be considered on a rolling basis. Due to the volume of replies, please do not contact the office directly.

Momentum Wheels for Humanity is an equal opportunity employer. We value a diverse workforce and an inclusive culture. Momentum Wheels for Humanity encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, citizenship, disability, or veteran status. Persons with a disability who are equally qualified for the position will receive first review priority.