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HR Assistant

Fundacja Acted Polska, mazowieckie / Warszawa, 2022-07-19



IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The IMPACT team comprises specialists in data collection, management and analysis, GIS and remote-sensing.  IMPACT was launched at the initiative of ACTED, an international NGO whose headquarter is based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, which allows IMPACT to benefit from ACTED’s operational support on its fields of intervention.


The onset of the wide-scale conflict in Ukraine on February 24th, 2022 has caused widespread damage to infrastructure and houses, hundreds of civilian deaths, disrupted markets and essential services, and precipitated massive displacement in Ukraine and into neighbouring countries such as Poland. IMPACT support the setup and scale-up of the assessment and analysis systems required to inform joint planning and monitoring by government and humanitarian actors in a complex and rapidly evolving situation.

HR Assistant
Miejsce pracy: Warszawa




  • Support in facilitating the recruitment process between ACTED HR and IMPACT, providing clarity on the processes/templates and supporting ACTED HR when necessary in compiling CVs, setting up interviews, confirming final offers.
  • Ensure all new staff are included in relevant tracking systems, and have an induction schedule.

Administrative Support

  • Ensure all IMPACT contact lists are updated on a monthly basis or when new staff join.
  • Ensure all IMPACT and ACTED staff have access to the IMPACT mailing lists.
  • Coordinate with the IMPACT Logistics Officer to ensure all stock requests are met.
  • Support staff in the exit process, by facilitating the exit form and ensuring all relevant final entitlement payments are accurately completed.
  • Facilitate IMPACT staff visa reimbursements or other relevant reimbursements as approved by IMPACT and ACTED coordination.
  • Coordinate with other ACTED departments and ensure all IMPACT staff receive an induction from all ACTED departments.
  • Facilitate the arrival of all IMPACT international staff, including but not limited to: creating welcome pack, arranging airport pick up, liaising with HQ for hotel booking.


  • Consolidate and verify all IMPACT expat and national staff HR documents, including but not limited to: attendance sheets, leave requests, sick forms.
  • Accurately and systematically file online and in-person all HR related documents.
  • Maintain international staff filing.


  • Act as focal point for IMPACT staff for all HR and admin-related queries.
  • Support in ensuring all HR and admin-related queries are directed to and responded to by the relevant staff in ACTED HR. Where possible, respond to queries directly.


  • Ensure all IMPACT staff have access to relevant templates, SOPs and rules.
  • Support ACTED HR by facilitating their training of ACTED HR procedures for all IMPACT staff.
  • Ensure IMPACT staff have a strong understanding of the ACTED HR manual and follow the rules accordingly.


  • Travel to field locations when necessary, to support with HR and Admin procedures and provide trainings
  • Support with other requests from IMPACT and ACTED Coordination, as necessary.

Requested profile

  • A Bachelor’s Degree
  • Demonstrated experience of overall responsibility and accountability for the HR an organization
  • Well conversant with computer applications-MS Office is mandatory
  • Fluency in spoken and written English and Polish required. Additional competency in Ukrainian strongly preferred
  • Good presentation and analytical skills
  • Excellent communication skills and problem-solving skills
  • Strong team player of high integrity, pleasant personality, ability to work under least supervision
  • Good time management skills and the ability to prioritize
  • High numeracy and sound technical skills
  • The ability to balance the demands of work with other commitments
  • The ability to work as part of a team and to build strong working relationships.


  • Work in an experienced, international organization
  • A chance to be part of the emergency response in the Ukrainian crisis
  • A chance to begin a career in the humanitarian sector
  • A competitive salary: 7,154 PLN (flexible upon experience)
  • A possibility to work remotely 2 days per week
  • A six-month employment contract with a possibility of extension

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