HR & Admin Coordinator

ROLE PURPOSE: 

The HR & Admin Coordinator provides effective, compliant, and people-centred human resources and administrative support to the South Area Office, ensuring high-quality service delivery and smooth implementation of HR and administrative processes. The role acts as a key focal point for staff and managers, supporting recruitment, onboarding, employee relations, HR data management, and day-to-day administrative operations — including office management, logistics coordination, and support to staff travel and accommodation. Working closely with the Area Director, HR Manager, and relevant departments, the post holder ensures compliance with Ukrainian labour legislation, Save the Children's policies, and internal operational standards. The HR & Admin Coordinator contributes to maintaining an efficient, safe, and inclusive work environment that enables staff to perform effectively and deliver positive outcomes for children.

KEY AREAS OF RESPONSIBILITY:

• Serve as the primary HR and administrative focal point for the South Area Office, proactively communicating with staff and ensuring effective delivery of HR services in close coordination with the HR Manager.
• Ensure full compliance with Ukrainian labor law and organizational policies in all HR processes and documentation.
• Coordinate onboarding and offboarding processes for Area Office staff, ensuring timely completion of all required documents and HR system updates.
• Maintain accurate and complete HR records, including personal files, personal cards (form P-2), employment contracts, amendments, and personnel orders, ensuring proper archiving and handover to the Country Office.
• Prepare, review, and update employment-related documents (contracts, orders on hiring, transfers, changes in working conditions, leave, dismissal, etc.) in accordance with legal procedures and internal guidelines.
• Maintain and monitor leave schedules, sick leave documentation, benefits eligibility, and insurance periods; prepare employment certificates and pension-related documents as required.
• Provide timely HR data, reports and advice to the Area Management Team to support decision-making.
• Contribute to the development, implementation, and periodic review of HR policies, procedures and business processes to ensure efficiency, cost-effectiveness and legal compliance.
• Support alignment and harmonization of HR documentation and practices within the region, including personal data protection compliance.
• Contribute to strategic HR initiatives in coordination with the HR Manager and support the HR & Admin Director in strategic workforce planning.
• Participate in organizational initiatives and global developments within Save the Children to strengthen HR practices and staff experience.
• Uphold and promote Save the Children's policies on Safeguarding, Code of Conduct, Anti-harassment, and other mandatory standards in all work activities.
• Perform other duties as assigned by the Area Director or HR & Admin Department, in line with role objectives.

Administrative Responsibilities

• Oversee the day-to-day administrative operations of the South Area Office and guesthouse facilities.
• Initiate payment requests for all SCI rented premises (including apartments for international staff, visitor accommodations, office rent, etc.) and other related payments.
• Ensure all payments are properly supported with relevant and accurate back-up documentation.
• Prepare monthly reports on corporate credit card use, taxi expenditures, and contribute to monthly budget planning for the field office.
• Oversee office cleaners to maintain office and guesthouse spaces in good condition.
• Prepare and update administrative documentation, including supplier contracts, lease agreements, and other relevant records.
• Organize and oversee all transportation and accommodation arrangements for staff and visitors.
• Ensure timely communication and coordination with the Supply Chain, Finance, and Security teams to support smooth office operations.
• Support the development of operational budgets and assist in preparing reports for management and other stakeholders as required.
• Support in arrangements of events (trainings, conferences), meetings with key stakeholders, donors, and implementing partners. Attend meetings to support as required.

QUALIFICATIONS AND EXPERIENCE:

• Master's degree in Business Administration, Social Sciences, or a related field.
• Minimum 5 years of progressive experience in a similar HR generalist or HR coordination role, preferably within international or complex organizational environments.
• Solid understanding of HR operations, including Ukrainian Labour Law, recruitment and selection, employee relations, compensation and benefits, policy interpretation, and organizational change processes.
• Demonstrated ability to influence and collaborate with senior management and to build HR capability across teams.
• Experience managing disciplinary and grievance cases, providing guidance to managers, and supporting performance improvement processes.
• Strong customer service and quality orientation; proactive, solutions-focused, and adaptable in a fast-paced, evolving environment.
• Excellent verbal and written communication skills, with the ability to deliver clear and practical HR guidance.
• Strong presentation, facilitation, and interpersonal skills.
• Effective team player with a collaborative mindset and the ability to build positive relationships at all levels.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and ability to use digital platforms for HR operations and research.
• Strong commitment to diversity, equity, inclusion, and Save the Children's mission and values.
• Strong results orientation with critical thinking and problem-solving skills, including risk assessment and mitigation.
• Fluency in English (written and spoken); Ukrainian proficiency required.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability

• Takes personal responsibility for decisions, effective use of resources, high-quality results, and acting in alignment with Save the Children values.
• Supports colleagues and partners to take ownership of their responsibilities by providing guidance, opportunities for development, and constructive feedback.
• Addresses underperformance proactively and fairly, ensuring accountability for outcomes.

Ambition

• Sets clear, ambitious goals for themselves and contributes to a culture of continuous improvement and professional growth.
• Actively promotes and communicates the vision of Save the Children to inspire, motivate and engage others.
• Thinks creatively and strategically to drive progress and long-term impact for children.

Collaboration

• Builds positive, trusting, and inclusive relationships with staff, partners, and stakeholders.
• Values diversity and different perspectives as strengths that enhance the organization's collective impact.
• Demonstrates strong communication skills, showing empathy, openness, and willingness to support others.

Creativity

• Proactively seeks and encourages innovative, practical solutions to improve effectiveness and staff experience.
• Confident in proposing new ideas and taking responsible, well-considered risks to enhance results.

Integrity

• Acts with honesty, fairness and professionalism in all interactions. 
• Promotes an environment of transparency, trust, and mutual respect, upholding the highest ethical standards.