Фахівець/-чиня з юридичних питань

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 43 країнах.

The Legal Officer, under the supervision of the Senior Admin/HR Manager will be responsible for support and control of the conditions for the legal stay of expatriates of ACTED on the territory of Ukraine; monitoring the adherence to the Labor law of Ukraine relating to all ACTED employees.

FUNCTIONS

Legal Compliance and Legislative Monitoring of Labor Relations

– Regularly monitor and keep the HR team and a direct supervisor informed about legislative changes impacting labor laws, including recruitment process, document storage requirements, and general employment and labor conditions and other HR-related processes.

– Strictly monitor the adherence to the Labor Law of Ukraine of all HR-related and HR administrative procedures.

– Regularly check status of Acted in different databases, monitoring any changes of status, including any fines or open proceedings.

– Conduct necessary pre-employment checks, including screening successful candidates against relevant databases to confirm eligibility and suitability for hire in compliance with organizational standards.

– Cooperate with the governmental bodies (being a point of contact for them) in relation to all labor issues

– Cooperate with the governmental bodies (being a point of contact for them) in relation to all military legislation issues (including, but not limitied to: deferral process; conscription process; military records keeping; drafting official responses or reports by request, etc.).

– Ensuring timely and systematic maintenance of documentation related to the deferral of employees, including regular updates and monitoring of the priority list (waiting list) of candidates for deferral;

– Maintaining internal reporting and providing information to management and/or donors regarding the deferral status of employees, upon request;

– Implementing re-deferral (renewal of deferral) for employees prior to the expiration of the initial deferral period, if needed;

Legal stay management for international staff in Ukrainian mission

– Ensure focal administrative support for visa and TRP processing, including preparing and submitting necessary documentation.

– Collaborate with an external translation service provider to ensure proper and timely official translation of passports or any other documents needed.

– Liaise with Government entities on administrative matters, if needed, such as entry visas, residency permits etc.

– Conduct orientation sessions for international staff regarding visa processes and related legal requirements.

– Conducting onboarding sessions for international staff members of the mission

– Cooperate with the Security department of the Organization on travel planning for international staff

– Track the legality of the stay of international staff members on the territory of Ukraine according to the terms of stay established by the laws of Ukraine.

– Manage attendance sheets, time sheets, and leave requests for international employees, ensuring all forms meet organizational standards.

– Prepare and collect Exit Forms on the last working day for each international staff member.

– Launching of a HRIS (providing data entry to it in a precise and timely manner ; meeting all necessary requirements ste out by the HQ or HRIS coordinators, etc.).

Preparation, Legal Review, and Support of Legal Documents Required

– Prepare drafts of lease agreements for residential and/or non-residential premises used by the organization, in accordance with the applicable legislation of Ukraine, as well as the organization's internal procedures and standards;

– Conduct legal analysis (review) of grant agreements, donor contracts, and other agreements submitted by counterparties to ensure compliance with Ukrainian legislation, the organization's interests, and internal procedures;

- Draft service agreements upon request of relevant departments, in compliance with applicable legislation and internal policies;

– Provide legal advice regarding amendments to contracts, including through the execution of addenda, taking into account changes in legislation, the organization's internal policies, or the circumstances of contract performance;

– Prepare draft documents for the termination of contracts, including in connection with the expiration of the contract term, and initiate early termination of contracts where applicable grounds exist;

– Provide legal opinions on the possibility, procedure, and legal consequences of terminating contracts (including unilateral termination), and advise relevant departments on such procedures;

– Coordinate draft contracts and amendments thereto with relevant counterparties, ensuring legal clarity of provisions, minimization of legal risks, and protection of the organization's interests;

– Support the signing process of contracts, monitor the completeness of accompanying documentation (acts, addenda, annexes, etc.), and maintain appropriate records;

– Ensure proper documentation, registration, and archiving of contracts in accordance with the organization's internal regulations.

– Assess legal risks thoughout the Organization's activity independently and by request (analyzing all existing types of relationships and activites in correlation with the legislative changes); tracking and initiating best practices in the INGO sphere.

Filing:

– Maintain efficient records (soft and hard copy) of travel documents and reports.

– Ensure all the documentation during external liaison is kept safe and confidential, and updating the relevant department/management on the progress of relevant admin work related to Govt. or any line department (Ministries etc), Official agencies or Authorities.

– Support in scanning and securely storing personal files and other HR data of international employees electronically, ensuring confidentiality and compliance with data protection regulations.

– Contribute to the continuous improvement of filing systems, proposing and implementing enhancements for better efficiency and organization.

Audit (both internal and external):

– Ensure that all documentation, both physical and electronic of international employees, is readily available and accessible for audit purposes.

– Provide necessary information and records as requested by auditors.

– Participate in the implementation of audit recommendations, working collaboratively with relevant departments to enhance overall administrative and HR effectiveness.

Experience and skills

• At least 2 years of experience as an in-house Legal
• Work experience in the humanitarian / administrative and/or developmen sector would be a significant advantage.
• Experience in stay management for the international staff
• Experience in cooperation with governmental bodies, international, foreign representations.
• Excellent computer skills (Word, Exel, Outlook calendar)
• Fluent/Upper-Intermediate English (with strong experience in translating legal texts)
• attention to details
• strong organizational skills

Увага Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов'язані надати військово-облікові документи та оновити свої військово-облікові дані.

Attention Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд зарплат;
• 28 календарних днів відпустки на рік;
• Дружня мультикультурна команда;
• Комфортний офіс у центральній частині міста;
• Кар'єрний ріст;
• Медичне страхування після випробувального терміну (3 місяці).

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"ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal."