Human Resources Assistant

Job Title: Human Resources Assistant                                                     Reports to: Caritas Moldova Director

To Apply: Please send your CV and Cover Letter to secretariat@caritas.md as soon as possible.

About Caritas Moldova:

Caritas Internationalis is a confederation of 165 Catholic relief, development and social service organizations working to build a better world, especially for the poor and oppressed, in over 200 countries and territories.  Caritas works without regard to creed, race, gender, or ethnicity, and is one of the world’s largest humanitarian networks.

Founded in 1995, Caritas Moldova is part of Caritas Internationalis and aims to carry out the charitable and social action of the Church - reaching out to the poor, vulnerable and excluded, regardless of race or religion, to build a world based on justice and fraternal love.

Job Summary:

As the Russian invasion expands in Ukraine, the United Nations (UN) estimates that more than four million Ukrainians will be forced to flee the country if there is no cessation of the invasion. Already an estimated 84,000 refugees have crossed into Moldova, with about half moving on to other countries in the EU and the other half settling in Moldova. Caritas Moldova is responding to the refugee crisis, working to serve conflict-affected Ukrainians in Moldova.

As the Human Resources Assistant, you will provide comprehensive and timely information, clerical, and administrative assistance to meet specific HR service needs that support high-quality programs serving the poor and vulnerable.

Caritas Moldova is hiring this position for 6 months, with the opportunity to extend.

To Apply: Please send your CV and Cover Letter to secretariat@caritas.md as soon as possible.

Roles and Key Responsibilities:

• Provide administrative and clerical support to HR transactions and processes. Prepare, type, photocopy and scan employment-related documentation, such as employment contracts, termination letters, salary technical adjustments letters, materials for staff learning and development events, etc.
• Provide responsive and high-quality service to employees with requests on personnel administration and clerical issues.
• Provide support to recruitment process: Advertise vacancies, collecting CVs, greeting candidates, setting up tests and interviews, Bridger check, etc.
• Ensure effective onboarding and orientation to new staff on Caritas Moldova policies, culture, tools, and processes. 
• Compile documentation and data perform data entry and data verification on personnel administration transactions.
• Support maintenance of personnel files, compiling and updating employee records (hard and soft copies)
• Assist the HR Officer in the recruitment, contracting, onboarding, timesheets, and monthly payments

Additionally, the Procurement Assistant has key Safeguarding Duties:

-Assumes responsibility for fully understanding the protection policy and its implications.

- Act in accordance with the Code of Ethics and Conduct, comply with the Safeguarding Policy at all times (in professional and personal life) and seek clarification if anything is unclear

- Performs duties in a manner that does not harm children, vulnerable adults or other employees / volunteers, does not expose them to additional risks of abuse or exploitation.

- Promotes a respectful and trustworthy office and field environment with beneficiaries and community members.

- Report any Safeguarding issues according to Caritas Moldova procedures.

Basic Qualifications

• High School Diploma required. Professional Diploma/Certificate or courses in Administration a plus.
• Experience working in an office environment in a procurement, clerical, or administrative role preferred.
• Experience with a local or international NGO a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

Required Languages – Written and spoken proficiency in Russian, Romanian and English required.

Travel – There may be occasional travel within Moldova.

Knowledge, Skills and Abilities

• Communicates strategically under pressure
• Excellent knowledge of local operating environment and communities.
• Knowledge and understanding of generally accepted procurement and asset accounting principles.
• Planning and organizational abilities.
• Good analytical and problem solving skills.
• Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up.

Supervisory Responsibilities: None

Key Working Relationships:

Internal: HR staff, Project Coordinators, other Caritas Moldova staff

External: Catholic Relief Services (CRS) staff, local vendors and service provides, local customs officials, other local government officials

Caritas Moldova is committed to the protection of children, vulnerable adults and employees against any form of abuse and exploitation.

Caritas Moldova welcomes as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Caritas Moldova’s recruitment procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.