HR Specialist at DAI Global, LLC

About DAI

 DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.  DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

DAI is seeking highly qualified candidates for the full-time HR Specialist position in Kyiv to join USAID Governance and Local Accountability (HOVERLA) Activity’s team. Interested candidates should submit their application.

Applications will be accepted until 29 October 2023.  Due to a high volume of applications received, we are unable to contact each applicant individually regarding the status of their application. Only shortlisted candidates will be contacted in response to this job advertisement.

 Project Background

 DAI Global LLC is implementing the U.S. Agency for International Development (USAID)-funded Governance and Local Accountability (HOVERLA) Activity, based in Kyiv with project activities across Ukraine’s regions and communities. The HOVERLA Activity will build upon accomplishments and progress made to complete the necessary legal framework for decentralization and support Ukraine’s advance to self-reliant local governance.  It supports the operation of newly consolidated communities, improves services delivered to citizens, and advances citizen engagement and confidence at all levels.  HOVERLA has three primary objectives:

• Objective 1: Ukraine’s system of local self-governance is increasingly institutionalized and effective
• Objective 2:  Subnational government achieves greater self-reliance
• Objective 3:  Citizen’s participation and influence is increased in local governance processes

To support these initiatives, DAI seeks qualified candidates to fulfill HOVERLA’s goals.

Position Overview

The HR Specialist under the Senior HR Manager’s supervision will be responsible for the implementation, guidance and execution of HR practices and objectives and supports a high-performance team culture that emphasizes employee engagement and development of staff. The HR Specialist will support the project team according to the Ukrainian Labor Code, DAI’s policies and procedures and USAID requirements, including long-term employment and short-term consultancies’ documents preparation, administration of annual leaves, and close cooperation/coordination with GDIP and the finance department. The HR Specialist will lead Labor Law change awareness for the HR Team, with a particular focus concerning labor requirements for short-term technical assistance (STTA) agreements and work with the Senior HR Manager and Home Office team on determining correct hiring mechanism, rules and polices.  She/he will lead and coordinate HOVERLA Staff Orientation/Onboarding procedures for STTA hires, including HR, timekeeping, expense reporting, and other relevant DAI Trainings. The HR Specialist will also review consultant’s working conditions to ensure legal compliance.

       Objectives and Duties

Employment procedure

• Ensure compliance with DAI policies, and local labor laws, support the hiring procedure and recruitment of long- and short-term national staff in HOVERLA in close coordination with HR Manager, ensuring that employment procedure is done as per DAI Field Operational Manual and Ukrainian Labor Code
• Lead STTA recruitment activities such as posting job announcements, developing long- and short-lists, coordinating interviews, filing all interview records, processing selected candidates (e.g., biographical data form processing and verification, requesting and collecting references), compiling selection packages for further processing by Senior HR Manager, and preparing communications with STTA candidates.
• Collect employment and consultancy documents, draft orders on employment/transition/termination and Employment Agreements for new hires to be ready before the Consultant’s start date
• Confirms all new hire paperwork is submitted and personnel files are complete and compliant with DAI policy, local labor laws, and USAID regulations.
• Coordinate with GDIP leave procedure for new hires, manage collection of hiring/recruitment documentation to be submitted to GDIP.
• Plan, organize and lead STTA onboarding/offboarding sessions and procedures, including providing presentation of the project, introducing consultants to the DAI HOVERLA procedures, and arranging exit interviews with the Hiring Manager, Senior HR Manager and Director of Operations.
• Ensure new consultants are provided with adequate training regarding the project, their reporting structure, relevant DAI policies to perform their job function to the best of their ability, and are assimilated into DAI culture.
• Ensure all consultants/staff are HR trained and are familiar with timesheet procedures and policies, and track timesheet submissions are received on time with the correct approvals.
• Oversee STTA reporting and payment processing.
• Assist with drafting and updating STTA SOWs.
• Assist Senior HR Manager in performance management processes.

• Monitor consultancy agreements for expiration dates, and prepare modifications when needed

• Maintain a database of all STTA contracts with contract start and termination dates and information on rates.
• Coordinate and prepare HOVERLA staff leave calendar on regularly basis
• Review STTA hiring mechanisms used and working conditions to ensure legal compliance
• Investigate and determine employee needs and provide support to suggest measures for improving employee retention.
• Regularly track and update the project leadership and Senior HR Manager with open STTA positions and requests, including departures and new posts to fill and/or requests for extension.

Benefits management:

• Monitor employees’ leave records in the Technical & Administrative Information System (TAMIS), ensure that annual leave requests are submitted on time for financial administration.
• Coordinate new employees in preparing leave requests in TAMIS.
• Track annual leave in TAMIS, complying with Ukrainian Labor law.
• Draft orders on annual leaves to be submitted to GDIP.
• Collect and check accuracy of staff timesheets.
• Prepare timesheet template for new hired employees.

Records keeping:

• Enter HR data and upload personnel documents into TAMIS Personnel Module and SharePoint.
• Develop and maintain an accurate staff database, maintain consultancy agreements and other HR documents in HR files, ensure confidentiality and no access policy.
• Ensure accurate recording of personnel and pay records, including, but not limited to, leave accrued and taken, and advise the Finance Team on the status of such records monthly.
• Upload to TAMIS STTA documents and data.
• Ensure that all DAI policies and procedures related forms are filled in, signed and uploaded to TAMIS and SharePoint.
• Assist in establishing and maintaining system for personnel files.
• Updating STTA HR trackers on a regular basis.
• Perform other related duties as required.

 QUALIFICATIONS:

• Bachelor’s degree in human resource management or related field, Master`s preferred
• At least 7 years of experience in Human Resources; experience working on USAID or other donor-funded projects is a plus
• Demonstrated experience and knowledge on how components of international development funded programming work
• Strong interpersonal, presentation, and communications skills
• Computer literate with e-mail, word processing, data base, and spreadsheet experience
• Knowledge of Ukrainian Labor law
• Working knowledge in English and professional level of Ukrainian is required

2023-10-20T12:49:27.000 2023-10-29T23:59:59.000 Full time TELECOMMUTE Україна DAI GLOBAL LLC. (HOVERLA Project)