The Danish Refugee Council (DRC) is a leading protection agency with a mandate to promote and protect durable solutions to conflict and displacement-affected populations based on humanitarian principles and human rights. DRC is implementing a multi-sector response to support Ukraine refugees, IDPs, and host populations both within Ukraine and the neighboring countries of Poland, Romania and Moldova, and wider Europe. Due to the ongoing conflict that began in February 2022, DRC opened offices in Poland, Moldova, and Romania to provide support to the displaced population in partnership with civil society organizations and national NGOs, duty bearers, and other actors. DRC continues to implement in these three countries through partnerships, technical assistance and capacity exchange, and direct implementation in some cases.
We are looking for a Human Resources & Administration Officer to join the newly established presence of the Danish Refugee Council in Poland to be based in Warsaw. If you are keen to work with a people-centered approach and are no stranger to HR and administration processes this might be the right fit for you. We are looking for a dynamic and ambitious person who can provide HR and administrative assistance and support in compliance with DRC's and local guidelines and procedures.
About the Job
As the Human Resources Officer, you will be focusing on all things HR in Poland: from recruitment to contracting and onboarding, to day-to-day employee assistance. Together with the HR Coordinator you will develop Poland’s HR strategy and translate it into action plans and day-to-day tasks. You will support the employees of DRC Poland in all HR aspects. As Administration Officer, you will support the Support Services Manager in managing and delivering administrative services for Poland.
Main Responsibilities:
General Human Resources Tasks
Advise and assist management and employees in Human Resources related issues and concerns. Review Human Resources processes and suggests improvements.
Recruitment & Onboarding
Prepare job adverts and assist hiring managers with the recruitment process from start to finish. Book testing, schedule interviews, and prepare employment contracts. Prepare onboarding program for new employees.
Compensations & Benefits
Manage, update, and process the staff payrolls in close collaboration with the other departments, and ensure onward submission to the finance department. Ensure that all relevant deductions are affected monthly. Prepare and submit required reports monthly for auditing purposes. Ensure that records of all Human Resources related information are kept and sent on a timely basis to relevant parties.
Development, People Planning, Recruitment, and Well-being
Ensure that the performance appraisal process is conducted and that there are learning and development opportunities available to the employee. Assist in inducting training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as needed. Assist in people planning activities (e.g., ensure job descriptions are in place for all roles). Assist or drive recruitment processes as needed. Assist or drive people's well-being initiatives.
Administration
Oversees and administers contract management and its filing relevant to the office management such as lease contracts, maintenance contracts, cleaning, internet, etc. Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners, etc.) and promptly advise the department of restocking needs. Maintain and update contact lists. DRC Focal point for staff health insurance inquiries provide regularly updated staff lists to the insurer. Review and verify bills received for facilities (office, permanent staff residences) including utilities, maintenance, provision of standard supplies, and new furniture, or equipment. Prepare ID cards and deliver visibility items to the staff. Act as a focal point for all staff travel arrangements including the booking of flights, car rental, train tickets, and hotels. Ensure visitors are advised in advance of all arrangements and provided with a pre-arrival briefing including contacts. Assist with the allocation of staff to rooms in the guesthouse(s). Assists in the provision of staff support to the office, maintaining calendars and travel arrangements, screening, analyzing, and handling day-to-day problems and situations. Act as the focal point and arrange for maintenance for the office and the permanent staff residences in Warsaw. Manage petty cash for a small amount of period if/when required.
About You
To be successful in this role we expect you to have a minimum of 2 years of relevant, proven work experience in Human Resources Management, Administration, Change Management, and/or Organizational Development. Moreover, we also expect the following:
A University degree in HR, Business Administration or Social Sciences or an equivalent professional qualification. Previous experience working with payroll and/or compensation and benefits will be considered an advantage. Excellent skills in MS Word, Excel, and PowerPoint. Experience using an online system for recruitment. Excellent interpersonal and teamwork skills, working with different groups, partners, and nationalities. Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principle. Flexible, enthusiastic, and willing to learn from others. Ability to multitask and cope with competing demands under tight deadlines. Ability to cope with high workload and stress and identify priority activities and assignments, and adjust priorities as required. Ability to establish and maintain good working relationships in a multi-ethnic, multi-cultural and multi-disciplinary environment. Advanced proficiency in English. Fluency in Polish.
In this position, you are expected to demonstrate DRC’s five core competencies:
• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with DRC’s vision and values.
We Offer
Contract length: October 2022 - March 2022, with the possibility of extension depending on the availability of funding.
Band: Non-Management, H
Duty base: Warsaw
Start date: ASAP
We offer a competitive salary and benefits in accordance with the Danish Refugee Council’s Terms of Employment for National Staff.
Application Process
All applicants must upload a cover letter and an updated CV in English. Applications sent by email will not be considered.
Closing date for applications: October 14th, 2022
Applications will be reviewed on a rolling basis and we, therefore, encourage you to apply as soon as possible. For further information about the Danish Refugee Council, please consult our website drc.ngo.
This vacancy is archived.