HR and Admin Assistant

Position type and closing date     HR and Admin Assistant                                           

Responsibility level: Grade 3

Duty station: Kharkiv 

Starting date: as soon as possible 

Work time: 100%, Full time job 

Duration of Contract: 7 months contract with possibility of extension 

The closing date for applications: 5.11.2026

Reporting to: HR and Admin Senior Officer

LWF World Service is the internationally recognized humanitarian and development arm of The Lutheran World Federation (LWF). Today, LWF is a widely recognized international organization present in over 20 countries. In response to the crisis in Ukraine, LWF Ukraine has established a major humanitarian operation in Kharkiv City/Oblast in the areas of Shelter rehabilitation, Winterization, School shelter rehabilitation, Protection including Mental Health and Psychosocial Support (MHPSS), and Food and NFIs distribution. Previously, LWF Ukraine had extended humanitarian support in Chernihiv Oblast and is now conducting a needs assessment to expand humanitarian assistance to the affected population in Sumska Oblast. LWF Ukraine aims to support IDPs, returnees, and other affected communities in the Kharkiv and Sumska Oblasts. LWF Ukraine coordinates and works closely with the Government of Ukraine, local authorities, the LWF member church, ACT Alliance members, civil society organizations, UN inter-agencies, and other relevant stakeholders to ensure the effective implementation of its programs. 

PURPOSE: To support in maintaining accurate and complete HR documentation, as well as assist in the smooth daily office operations, in compliance with internal policies and requirements of Ukrainian legislation.

Functional Responsibilities   

1. Human Resources Administration

• Prepare employment contracts, civil law agreements, consultancy agreements, and related amendments and addenda. 
• Ensure proper filing and archiving of employee files, contracts, and supporting HR documentation in both hard-copy and electronic formats, including SharePoint. 
• Maintain personnel records in HR management systems and databases. 
• Maintain employee attendance records and working time tracking documentation. 
• Prepare statutory timesheets and donor-compliant project timesheets. 
• Provide payroll-related inputs and supporting documentation as requeste

2. Onboarding and Offboarding Support

• Support onboarding activities and maintain onboarding documentation. 
• Coordinate with relevant departments to facilitate workplace and system access arrangements for new employees. 
• Prepare termination documentation and maintain related personnel files. 
• Support employee offboarding processes, including documentation control and record keeping.
• Coordinate the issuance and collection of organizational assets during onboarding and offboarding in cooperation with the Logistics Department.

3. Leave, Overtime and Remote Work Administration

• Prepare leave orders and process leave approvals.
• Maintain and regularly update leave records and leave balances. 
• Issue reminders regarding upcoming leave periods and ensure timely documentation. 
• Maintain leave requests, leave orders, and supporting documentation. 
• Maintain overtime tracking records and archive approved overtime forms.

4.Learning and Development Administration

• Maintain and regularly update staff training records and tracking tools. 
• Archive training certificates and learning documentation in SharePoint. 
• Support organization and administration of staff training activities.

5. Military Records Administration

• Maintain military registration records in compliance with Ukrainian legislation. 
• Ensure accuracy and completeness of employee military registration data. 
• Prepare and submit required military registration reports and documentation to relevant authorities.

6. SharePoint and Document Management

• Maintain and regularly update SharePoint structure and HR document repositories.
• Grant, modify, and revoke user access rights to SharePoint resources. 
• Provide introductory guidance and first-line support to staff regarding SharePoint use. 
• Ensure compliance with document management, retention, and archiving requirements.

7. Office Administration

• Coordinate procurement of office supplies, stationery, and related office consumables in coordination with relevant departments. 
• Register and maintain incoming and outgoing correspondence. 
• Support office meetings, visitors, and staff events as required.

8. Occupational Health and Safety Administration

• Coordinate routine Occupational Health and Safety (OHS) and Fire Safety administrative activities. 
• Maintain OHS instructions, logs, orders, and supporting documentation. 
• Support implementation and monitoring of workplace safety documentation requirements.

Education/Experience/Language Requirements:

• Bachelor’s degree in human resources management, administration, management or related fields
• Minimum 2 years of experience in HR administration, preferably in a humanitarian organization
• Knowledge of labor legislation of Ukraine
• Ability to work with confidential information
• Proficiency in MS Office
• Fluency in Ukrainian and working proficiency in English (both written and spoken).

Competencies:  

• Attention to details, responsibility and strong organization skills
• Service oriented approach
• Result-oriented and team player

Working Relationships

Internal: HR, Finance, Logistics, Programme and Management Teams.

External: Service providers, government authorities, training providers, consultants, and auditors

 What we offer:  

• Competitive salary for the right applicant. 
• Good working conditions in  an international environment. 
• Opportunities for  self-development. 
• Medical insurance for the position holder. 
• Remote work for necessary 
• 24 days of annual leave (2 days for each worked month). 

How to apply: Please send your CV and a covering letter in English to   Subject line should contain “HR and Admin Assistant ”. Only short-listed candidates will be invited for interviews.