Human Resources & Administration Assistant

DRC Poland is looking to recruit a qualified, flexible, and enthusiastic professional for the position of Human Resources & Administration Assistant based in Krakow to support DRC field teams and implementing Partners in field locations in the areas of HR and administration.

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.

About the Job

Reporting to the Base Manager based in Krakow, the Human Resources & Administration Assistant will be responsible for performing general Human Resources and Administration functions, playing a key role in the overall HR functions including staff recruitment, contracts preparations, staff leaves/attendance and time-sheets tracking. He/She will also be responsible to ensure the smooth running of HR and administration of the Kraków Base to meet the programme needs in the area of responsibility in line with the DRC Operations Handbook. The role will pertain to the area of intervention covering Krakow, Rzeszów, Przemyśl and Wrocław (and additional as required), with some visits to field locations. The main responsibilities of this position will be as follows:

Human Resources

• Assist in ensuring staff compliance with human resources polices, as per DRC’s Operations Handbook and local HR Handbook.
• Ensure that leave, recruitment and training trackers are updated on a regular basis.
• Monitor staff attendance and ensure that all staff timesheets are submitted and filed on time.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Prepare employee contracts.
• Responsible for ensuring the following are accurate, complete and up to date: personnel files, administration of health insurance scheme, social security.
• Assist managers and staff on effective performance management and administer the collation of performance management documentation.
• Ensure new staff receive an appropriate orientation and induction.
• Ensure clearance and debriefing is carried out for exiting staff.
• Support staff development activities including promoting the DRC Learning Catalogue.

Administration

• Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
• Payment of office and guest house bills.
• Responsible for office supplies.
• Responsible for necessary repairs & maintenance in a timely manner in coordination with the Supply Chain Officer.
• Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.
• Establish central mail recording system and filing system.
• Ensure that DRC staff have Identification cards (ID) with the period of validity in accordance with the employment contract.

About You

To be successful in this role we expect you to have a minimum of 1 year of proven experience in a similar role, preferably within the humanitarian/NGO sector. Moreover, we also expect the following:

• Diploma in HR Management, Business Administration or equivalent professional qualification
• Excellent verbal and written communication skills.
• Excellent skills in MS Word, Excel, and PowerPoint.
• Ability to show initiative and work independently.
• Positive attitude and teamwork.
• Ability to multi-task and organizational skills.
• Fluency in Polish and advanced English skilss are a must.

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 type: National Contract

Contract length: 31st December 2023, with the possibility of extension depending on the availability of funding.

Band: Non- Management, I

Base Salary Range: PLN 7.505 – PLN 9,585 gross per month, based on experience.

Duty base: Krakow

Start date: Asap

We offer a competitive salary and benefits in accordance with the Danish Refugee Council’s Terms of Employment for National Staff.