HR Assistant, Chisinau, Moldova (National Hire Only)
Location Chisinau, Moldova
Position Status Full Time
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About Mercy Corps
Mercy Corps has been responding to the emergency in Ukraine since the start of the full-scale war in February 2022. We are providing emergency cash assistance to refugees in neighboring countries and people displaced inside Ukraine so they can meet their basic survival needs. We also fund local organizations that know their community best and are working quickly to address their most urgent needs.
Program / Department Summary
Mercy Corps’ Ukraine crisis response seeks to meet the humanitarian needs of vulnerable Ukrainians and other conflict-affected people where they are: displaced inside Ukraine, refugees in Poland, Romania, and Moldova, or trapped behind frontlines. We aim to reach 500,000 vulnerable people with multi-purpose cash assistance, in-kind humanitarian support, and protection services across four countries. Almost all of our impact will be delivered in partnership: with Ukrainian, Polish, Romanian and Moldovan civil society organizations through a granting program that matches humanitarian action with capacity strengthening, and with peer international NGOs through a consortium in Ukraine. Mercy Corps is responding to the Ukraine crisis with large-scale consortium programming with a focus on Multi-Purpose Cash Assistance (MPCA). The Consortium is a partnership between four international humanitarian aid agencies to model and deliver innovative, effective cash and other humanitarian assistance programs to support people affected by the Ukraine crisis within Ukraine.
General Position Summary
HR Assistant supports HR management functions at the site, and ensures compliance with field relevant policies and procedures, with substantive support from the HR team for neighboring countries.
Essential Job Responsibilities
- Serve under the direction of the HR Manager and HR Coordinator to process and properly document all daily HR activities in an efficient and timely manner.
- Assist in processing employee timesheets into a routine, monthly payroll – in cooperation with Finance and Admin team.
- Responsible for tracking annual leave days, per diems, and other allowances, as per Mercy Corps policy. Ensuring all leave days and per diems are reflected on payroll, working with payroll agency/team.
- In cooperation with program management, ensure the validity of timesheets and monthly compensations. Advise and undertake training when necessary.
- Responsible for processing the monthly payroll of service contractors.
- Responsible for ensuring the HR files and documentation of all MC staff are current and complete in compliance both with MC and Labor law perspectives.
- Assist in providing Position Descriptions to management for the recruitment of new positions.
- Assist for leading the recruitment of new staff to the MC office – as per MC procedure.
- Assist management in the day-to-day upholding of all MC procedures – in particular, National Staff Polices and Recruitment Procedures.
- Responsible for onboarding of the new joiners and clearing all departing staff as per MC policy.
- Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals.
- Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
- Ensure compliance with security procedures and policies as determined by country leadership.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
- Organizational Learning
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
- Mercy Corps team members are expected to support all efforts toward accountability, specifically
- to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of our field projects.
- Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values always and in all in-country venues.
Supervisory Responsibility N/A
- Reports Directly To: HR Manager
- Works Directly With: Mercy Corps employees, HR team, Finance and Ops Teams, Hiring managers.
Knowledge and Experience
- University degree in administration, HR/Finance, or relevant experience.
- Fluency in written and spoken English, Romanian or Russian.
- HR and Administration experience is an advantage.
- Strong organizational skills.
- Computer skills are required.
- The successful HR Assistant will assist admin and HR tasks in delivering successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.
Diversity, Equity & Inclusion
- Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
- We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
- Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
- We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
- Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.