Human Resources Officer - (National Role)

The Program / Department / Team

The conflict in Ukraine has resulted in over a mass displacement across Ukraine, including more than 3.2 million refugees outside of Ukraine and up to 6.5 million internally displaced. The circumstances and populations are constantly evolving with the conflict. Mercy Corps has reopened its registration and presence in Ukraine as well as offices/activities to support people in neighboring Poland, Moldova and Romania. This includes partnerships, cash, information as protection and other, emergency response activities in a very fluid environment.

General Position Summary

Under the supervision of HR Manager, the HR Officer will work within the overall Mercy Corps structure, committed to provide reliable and compliant coordination and support to program activities in Poland in order to achieve efficient service to program participants. Reporting directly to HR Manager, the HR Officer will ensure smooth flowing of Human Resource functions particularly for Poland staff based in Krakow and other cities of Poland. Through implementing Mercy Corps Human Resources policies and procedures, the HR Officer will ensure that all personnel activities are handled in accordance with Mercy Corps, donor requirements and local legislation.

Essential Responsibilities

• Serve under the direction of HR Manager to process and properly document all daily HR activities, efficient and timely manner and in line with Polish legislation;
• Assist in the processing of employee timesheets into a routine, monthly payroll – in cooperation with HR Manager and Finance department;
• Responsible for tracking annual leave days, and allowances, as per Mercy Corps policy. Ensuring all leave days (including sick leave) are recorded and accounted;
• Responsible for ensuring the HR files and documentation of all MC Poland staff are current and complete;
• Support HR Manager in the day to day upholding of all MC procedures – in particular, National Staff Polices and Recruitment Procedures;
• Responsible for clearing all departing staff as per MC policy;
• Monitor pay changes, evaluations and other financial activities that are reflected on payroll or in employee files;
• Monitor Polish labor legislation and regulations, and work with the HR Manager to ensure that Mercy Corps always remains in compliance with Polish laws.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not jeopardize its humanitarian mission.
• Other duties as assigned by HR Manager within the current role.

HR Administration

• Ensure that all personnel files are maintained and updated in accordance with established policies and procedures. Ensure confidentiality of employee files in accordance with established policies.
• Liaise with the HR Manager to ensure that all employment-related documentation is in compliance with Polish law. Ensure that employment documentation serves the information needs of the organization as well as legal requirements.  In collaboration with the HR Manager, update employment documentation, as required.
• Manage and maintain the Human Resources Information System (HRIS) including the Provide HRIS reports to senior management as required.
• Provide support as needed to resolve issues related with employee termination, or other HR-related problems.
• Serve as liaison between the HR Department and other Departments in implementing payroll system, employee benefits, and other personnel-related systems, policies, and procedures, as required.
• Make recommendations for revision to the Mercy Corps Poland’s National Team Handbook as appropriate.

Benefits Administration

• Oversee employee benefits administration, liaising with benefits providers and ensuring that providers deliver quality services to employees.
• Ensure that systems are in place to collect feedback on employee benefits and to answer questions from employees on the benefits program.

Other

• Work with the HR Manager to develop HR Department as a service provider to other departments and units.
• Close engagement and support for other HR department functions, as required by the Human Resources Manager.
• Implement other HR-related activities, as required.

Supervisory Responsibility: N/A

Accountability

Reports Directly to: HR Manager Poland

Works Directly with: HR team, Program Managers, Operations staff, and All staff

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

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Minimum Qualification & Transferable Skills

• University degree in Economics, HR, Law, Finance is preferred;
• Minimum 2 years of experience in Human Resources function (preferably in a non-government organization);
• Good understanding of Polish legislation (labor and civil legislation);
• Excellent communication skills and team player
• Fluency in English and Polish is strongly required, and knowledge of Ukrainian or Russian is preferable.
• Computer skills are required, and working experience in HRIS is an advantage

Success Factors

The candidate should be detail oriented, organized and conscientious as well as self-driven.

He/she must also prove to be responsible and must have experience handling sensitive and personal documents (high level of discretion).

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

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 elearning courses upon hire and on an annual basis.