Job Description

Mission Kharkiv is one of the largest medical charitable organizations in Ukraine in terms of the volume of assistance provided. One of our key areas of work is the systematic support of adult patients with cancer.

Since 2022, our organization has implemented large-scale programs providing medicines, patient transportation and evacuation, first aid, hygiene kits, psychosocial support for beneficiaries, and capacity-building for healthcare professionals.

Role Summary: The Recruitment Specialist / HR Assistant supports recruitment processes, provides administrative support to the HR department, and maintains the HR component of project and donor reporting. The role involves communication with candidates, preparation and organization of HR documentation, entering information about project staff into project and reporting databases, and preparing documentation for monitoring and audits.

Key Responsibilities:

Recruitment

• Publish job vacancies on job portals and other recruitment channels.
• Conduct initial screening of candidates’ CVs.
• Communicate with candidates throughout the recruitment process, including interview invitations, preparation of job offers, and providing feedback upon completion of recruitment processes.

Project HR Administration and Reporting Support

• Maintain and regularly update information on employees, individual entrepreneurs, consultants, and other specialists engaged in project implementation in internal and donor reporting databases.
• Collect, verify completeness, organize, scan, and upload HR documents of project staff to designated electronic folders and systems.
• Prepare the HR component of documentation packages for project and financial reporting in accordance with donor requirements and internal organizational procedures.
• Maintain HR document registers by project and monitor the availability of required contracts, amendments, terms of reference, orders, timesheets, acts, and other supporting documents.
• Monitor deadlines for submission, signing, and updating documents required to confirm staff engagement and allocation of costs to relevant projects.
• Coordinate with HR, finance, accounting, and program departments to collect and clarify information on staff engaged in projects.
• Prepare HR documents and registers for internal reviews, donor monitoring, and external audits.
• Ensure proper storage of HR documentation and compliance with confidentiality and personal data protection requirements.

Requirements:

• Higher education.
• At least 1 year of experience in recruitment, HR, or administrative support.
• Confident use of Google Sheets or Excel, including maintaining registers, structuring, and verifying data.
• Strong organizational skills, attention to detail, and ability to work with documentation.
• Practical experience with electronic document management, scanning, organizing, and archiving documents.
• High level of attention to detail when working with personal data, numerical information, and supporting documentation.
• Ability to manage documentation for several projects simultaneously and meet established deadlines.
• Strong communication skills.
• Excellent business communication skills and ability to conduct professional correspondence in Ukrainian.

Preferred Qualifications:

• Experience managing multiple vacancies simultaneously.
• Experience working in the civil society sector or charitable organizations.
• Experience preparing documentation for donor-funded projects or audits.
• Experience working with HR/CRM systems.
• English proficiency at B1 level or higher.

We Offer:

• The opportunity to work in a flexible organization with a fast decision-making process.
• Competitive salary.
• Professional development through training and learning opportunities.
• Safe working conditions and psychological support for organization staff.

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