HR & Administration Officer (Red Sea) – VSF Germany
Job Description
| Gross Salary: | 1000- 1200 USD subject to an experience & subject to all statutory deductions |
| Supervisor: | Operation Manager |
| Duty Station: | Red Sea State –Port Sudan with frequent travel to other states |
| Closing Date: | 13 Oct 2024 |
Vétérinaires Sans Frontières – Germany (VSF Germany) is a non-governmental, non-profit making international Organization, engaged in the field of veterinary relief and development work providing humanitarian aid and development assistance to pastoralists and vulnerable communities in areas where livestock is of importance. With support in animal health, agriculture, marketing, and food safety, VSFG works towards food security and strengthened livelihoods of pastoralist communities. VSF Germany implements activities in Ethiopia, Sudan, South Sudan, Kenya, and Somalia. VSF Germany is registered and licensed in Sudan by Humanitarian Aid commission (HAC) since 2010 and renewed its license every year.
VSF Germany seeks to recruit a qualified person to fill the following position according to its job description and specifications required. Women are highly encouraged to apply.
| Position: HR & Administration officer |
| Report to: Operation Manager |
| Location: Red Sea State –Port Sudan with frequent travel to other states |
| Gross Salary: 1000- 1200 USD subject to an experience & subject to all statutory deductions |
Duties and responsibilities:
(A) HR Roles
- To provide the necessary support to the VSF Germany in the country office.
- To manage all staff data including information on contracts and other related data, support the operation Manager in administering staff, Recruitment & selection process, Orientation and performance management.
- Receive the recruitment requisition, prepare appropriate vacancy for both internal and external announcement (Advertising) and ensure timely placement of the vacancy announcement in the newspapers and other media
- Help in coordination of the recruitment process as per HR recruitment policy and procedures and communicate effectively with HAC & Labor office to obtain recruitment approval, arrangement and recruitment schedule.
- Operate HR database, records and enters newly recruited employees’ & personnel related data into the system.
- Assist in Preparing contracts for employees in accordance with HR policy and administer an effective system for the follow up of the contracts duration and renewals
- Follow up the probation periods of staff and timely confirmation/non-confirmation and renewals.
- Organize and schedule staff orientation sessions for the newly hired employees.
- Ensure and develop proper documentation and filling system
- Supervise and follow up all internal staff communication.
- Follow up annual appraisals with different staff and departments and arrange for the timing of the annual appraisal and collection of response.
- Drafting and Prepare offer letters and contracts for new staff
- Monitor an attendance system of staff absence and leave and ensure the filing of appropriate documentation,
- Prepare leave roster and monitor submission of leave annual forms to VSFG staff and other sub-office staff.
- Prepare HR monthly reports and submit to operation manager
- Manages and prepares data for Monthly, Weekly and ad hoc reports to the operation manager
- Compile and assist with the shortlist of the candidates and invite short listed candidates for interviews.
- Ensure reference checks are carried out before offer letters are issued out.
- Ensure timely submission of recruitment information to the operation Manager.
- Assist in preparation of the monthly Payroll and other adjustment to payroll accordingly and share with Finance.
- Ensure the implementation of identified staff training, development activities and Process staff development request
(B) Administration Roles
- Operate and insure day to day administrative work of the VSF Germany & ensure the office premises and buildings are kept neat and clean and maintained at all times
- Liaise with HAC Federal for the following up of all types of visa and travel permits of expat staff and international visitors.
- Liaise & Follow up with HAC Federal all correspondence related to technical agreements, Biannual and annual reports and any other related correspondences
- Supervise the IT supports to the departments as requested
- Provide timely payment of monthly Bills, rents and other Dues.
- Prepare on yearly base, the import list of the all items required per/project and follow up the approval of the request with HAC Federal and related Ministries.
- Follow up all requests of custom exemptions with HAC Federal, Ministry of Finance and custom authority.
- Maintains lease agreements files and monitors contract’s expiry dates.
- Maintaining the office maintenance and office repair including the supervision of the cleaners and Security Guards
- Carry out and reporting necessary repair and maintenance of office premises and inside office building, electrical machine, printers, photocopiers, etc
Minimum Qualification, Skills and Experience Required:
- The preferred candidate should possess a Bachelor’s. degree in Human Resources, Public Administration, Business Administration, or any related field
- A Minimum of 3 years’ experience in Human Resources & administration. preferably in non-governmental organizations
- Excellent oral and written communication skills in English & Arabic; excellent demonstrated interpersonal, analytical, and negotiation skills.
- Excellent community mobilization/ sensitization.
- Ability to work independently be a self-starter, and energetically approach tasks assigned.
How to apply
Clearly state your contact address and telephone numberOnly short listed will be contacted Closing date is Sunday 13th October 2024 Applicants are requested to submit applications and CVs and non-returnable photocopies of certificates to be addressed to: Labor office in HAC , Red See State , Port Sudan and full application Through [email protected] Women are encouraging to apply for this position
