HR & Admin Assistant (Port Sudan) – IMC

Job Description

Organization	International Medical Corps
Supervisor	HR & Admin
Duty Station	Port Sudan
Duration	10 Months
Closing Date	01 August 2024

The HR and Admin Assistant reports directly to the HR & Admin Officer. The main responsibility of this position is to support in recruitment and staffing, personnel files archiving, management of staff leaves and time and expense technical support and provide administrative support to the HR & Admin Department.

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding:

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. 

Equal Opportunities 

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, gender, age, disability or status as a veteran.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document. 

Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review.

Duties and responsibilities:

Recruitment and Selection:

• Responsible for maintaining recruitment under the direct supervision of HR & Admin Officer.
• Coordinate interviews and test with the selected candidates.
• Ensure the recruitment practices are compliant with the recruitment policies, procedures, and legal requirements. 
• Prepare recruitment tracker updates on weekly basis.

Personnel Files and Archiving

• Ensure personnel files are completed and kept in the HR Department.
• As required ensure that all approved HR policies, procedures, checklist are available to staff and disseminate accordingly. 
• Maintain employee-related databases for all staff.

Time and Expenses System (T&E):

• Administrative management of T&E through adding all kind of leaves (sick leave – compensatory leave – maternity leave – paternity leave – bereavement leave and emergency leave).
• Follow-up on the employee monthly time sheet status and make sure that all timesheets are signed at the end of the month by both the employee and the employee’s supervisor.
• Focal point to solve all technical problems faced by employees in the T&E system on time.

Payroll report:

• Send the payroll report update with the supporting documents to Sr. HR & Admin Officer for processing on monthly basis. 
• Follow up with all staff to sign the monthly pays lips and submit them to Finance department.
• Assist with processing staff final payments, national social security insurance documentation on monthly basis as directed by the Senior HR & Admin Officer.

MAST training:

• Follow up with new staff to complete his/her MAST Training within the first 30 calendar days of her/his arrival.
• Collect, review and track MAST Training report for All IMC offices and share it with Sr. HR Officer.

Staff fingerprint attendance and Staff IDs:

• Monitor and track the daily staff attendance and prepare weekly attendance sheet report including regular follow up any related attendance issues.
• Prepare IMC employment IDs for all national and international staff.

Office and Guest House Administration

• Support in the management and tracking of the office and guesthouse supplies that include the hygiene materials, water, and any relevant office refreshment.
• Supervise the office supplies in office /Guesthouse and ensure there is sufficient stock at all time. 
• Process the monthly utilities/airtime/internet subscriptions/ other contractual services with proper tracking mechanism to ensure processing the monthly payments on timely basis.

Performs any additional duties when required by the direct supervisor

Minimum Qualification, Skills and Experience Required:

• University degree preferably in business administration.
• HR management experience. 
• At least one year INGO experience preferred.
• Excellent computer skills, Microsoft Office and Microsoft Windows OS.
• Excellent written and spoken English.
• High integrity and the ability to work with confidential information.
• The ability to multi-task and deal with sensitive issues with diplomacy and discretion.

How to apply

If you are interested and meeting needed minimum requirements highlighted in the advertisement JD details, please submit your Application, C.V, Copy of your Qualifications & Experience Certificates, National ID Card, Birth Certificate, Through Port Sudan Labour Office, closing Date: 01 August 2024