Human Resources Assistant (Khartoum) – Premiere Urgence Internationale

Job Description

Organization	Premiere Urgence Internationale
Job Title	Human Resources Assistant
Location	Khartoum
Section/Unit	Human Resources Department
Supervisor	HR Officer
Duration	6 months
Closing Date	20 Sept 2024

The Human Resources Assistant assists the HR Officer in all the activities related to human resources management at the Karrari, Khartoum base.

Duties and responsibilities:

RESPONSIBILITIES AND TASKS: 

A. Administrative management & follow-up 
– Organize the necessary personnel and contractual documents for all coordination staff;
– Ensure that all HR files are complete and updated;
– Ensure that administrative personnel files are created and that employee documents are in accordance with working for PUI in the country;
– Support the Deputy HR Coordinator in ensuring the management of physical and electronic archival of HR files as per the archiving and filing process;
– Prepare administrative equipment of coordination staff (access cards, business cards, insurance cards,etc.)
– Record minutes of meetings when asked by the line manager;
– Receive and compile insurance claims from coordination national staff and other bases, and handle the mission insurance follow-up tracking tool;
– Forward and follow up requests and complaints to the insurance company regularly
– Prepare, compile and share mission documents weekly (job announcements, recruitment follow-up, etc.);
– Prepare the HR files for audit and verification visits
– Assist the Deputy HR Coordinator in the preparation of meetings/trainings when needed.
– Prepares and distributes attendance sheets to various departments monthly, and follows up to ensure that they are all submitted back to the HR department for proper archiving.
– S/he must ensure the tracking of staff annual leaves and communicate back to staff if the leaves were validated or not.

B. Human Resources management for national staff 
– Maintain confidentiality of HR information
– Assist the HR Officer in the implementation and respect of HR policy and procedures
– Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions
– Keep track of the base staff leaves and update concerned tools accordingly
– Follow up on the evaluation/appraisal deadlines for national staff and inform their managers accordingly
– Regularly update the base HR database,
– Ensure the respect of termination procedures according to the PUI process and prepare all necessary documents
– S/he assists the HR officer in defining and implementing suitable working conditions particularly those concerning rules and regulations on health and safety; 
– S/he ensures that information is circulated effectively amongst staff at the base office.

C. Recruitment
– Ensure that the recruitment policy is being implemented and respected;
– Maintain and ensure the completion of all recruitment documents in HR files
– File and archive the resumes received on the email address and transfer them to recruiters
– Be the focal point for communication with candidates throughout the whole process
– Schedule technical tests and interviews
– Assist the HR Officer in the recruitment at the base level and attend interviews when needed
– Prepare the integration of any new employee. 
– Assist the HR Officer in preparing the integration of any new employee, and make sure the managers are implementing the induction plan;
– Fill up the Recruitment Analysis Table and share it with the recruiting manager/interview evaluation committee.
– Assist the HR Officer in the reference check process as may be required.

D. Capacity building:
– Assist in identifying training institutions as per the determined needs;
– Assist various line Managers in organizing or planning training;
– Ensure the archival of training certificates in HR files as per the archiving process;
– Forward to various line managers the identified skills to be improved that were reported in performance appraisals;
– Update the concerned tools according to the training received.

E. Payroll Management/Payment
– Under the supervision of the HR officer, s/he supports in the good management of payroll at the base level.
– Prepare advances on salaries and payroll at the end of each month;
– S/he ensures the printing and distribution of pay slips to staff at the base for signing before salaries are transferred;
– Update all changes related to the change of bank account for the base staff in the HR database
 

The tasks and responsibilities defined in this job description are not exhaustive and may evolve depending on the needs of the project.
 

Minimum Qualification, Skills and Experience Required:

MANDATORY REQUIREMENTS:

 Language skills:
Strong command in writing and editing documents in English and Arabic 

 Education degree: 
– At least a Bachelor’s degree in Human Resources, Public Administration, Social Sciences or related fields. 

 Work experience: 
– At least one (1) year of work experience in human resources or administrative fields, an experience with INGO is preferable.

 Knowledge and skills: 
– Commitment to the NGO values and principles
– Punctuality
– Flexibility
– Stress Management
– Results
– Teamwork
– Service
– Good health and physical condition
– Diplomatic and open-minded
– Rigour 
– Honesty

 Computer skills: 
– Office Pack, especially Excel and Word, Outlook 

 Other: 
– Good skills in reports and contract redaction 
– Knowledge of humanitarian actors 
– Good management and pedagogical skills 
– Excellent communication and diplomacy skills to manage relationships in potentially tense situations

ASSETS:

 Interests 

• Good communication skills, diplomacy and a solution-oriented attitude 
• Curiosity and interest in the organization’s activities
• Good ability to manage deadlines in emergency response contexts (stress resilient)
• Honesty, integrity and transparency
• Adaptability, flexibility
• Autonomy, sense of initiative and anticipation
• Punctuality
•  Transversal skills: 
• Ability to work independently while taking initiatives and showing a sense of responsibility
• Ability to withstand pressure and volatile environment
• Sense of diplomacy
• Analytical skills
• Capacity to adapt and organizational flexibility
• Organization, rigor and ability to meet deadlines
• Ability to work and manage affairs professionally, and with maturity
• Ability to represent the activities and mandate of PUI before local authorities
• Ability to work with different partners in a spirit of openness, and with adaptable communications strategies