HR & Admin Officer (Gadaref) – DRC

Job Description

Organization	Danish Refugee Council (DRC)
Workplace:	Gadaref- East Sudan
Department/Country:	Sudan
Contract type:	National contract
Closing Date:	04 Feb 2024

DRC Sudan

DRC has been present in Sudan since 2004, delivering life-saving programming in protection, emergency response, shelter, food security and livelihoods, disaster risk reduction, camp management, and humanitarian mine action. DRC has implemented projects in Central Darfur, South Darfur, South Kordofan, Gedaref, Kassala, and Khartoum states. Sudan hosts one of the largest displaced populations in Africa, with over 3.7 million internally displaced people and over 1.1 million refugees from South Sudan, Ethiopia, Eritrea, the Central African Republic, Chad, Yemen, and Syria. Against a background of political crisis, Sudan faces economic and social turmoil, with sharp increases in food and energy costs, further exacerbated by disease outbreaks and ongoing conflict.

About the job

The overall purpose of the role

 The Human Resources and Admin Officer of DRC Sudan is responsible for managing HR tasks for the national staff based in Khartoum and supporting other area offices as needed; the scale of responsibilities stretches on a variety of HR functions from recruitment to learning and development; in addition to, he/she has also the role to follow up with HR focal persons in other area offices on HR related tasks making sure they are compliant with global policies and local laws when it comes to managing national staff.

Responsibilities and Tasks

Responsibilities:

• Manage national staff contracts, extensions, terminations, notifications, and all other employment lifecycles within the DRC country office, etc. (along with the required supporting documents, policies, etc.) 
• Create, monitor, and update all staff personal files according to the checklist/DRC procedures on a regular/constant basis ;
• Manage the Hiring and staff files on the DRC Dynamics system for all new joiners in Khartoum and provide support as needed for other area offices;
• Ensure all newly joint staff in all locations have valid DRC ID cards;
• In coordination with the relevant team the HR/Admin officer will be responsible for preparing the induction kit (contract, CoC, personal information sheet, induction schedule, online mandatory training) for newcomers in Khartoum extending his/her support to the HR Focal Points in area offices;
• Ensure that the Exit kit is prepared in a timely manner (Exit Interview, Social Security certificate, clearance form) attached with the handover notes for all staff who’re leaving DRC Sudan; finally providing them with the work certificate/s
• In coordination with the HR/Admin Manager Handle all recruitment requests including sourcing of candidates, filing, testing, and interviewing candidates, conducting reference checks, preparing offers, and negotiating salaries.
• In coordination with the finance department ensure timely reporting of Social Security payments and make sure all staff are enrolled in SS;
• Handle all communication with our Health insurance /medical coverage company making sure the supplier is notified of newcomers and leavers and that payments are processed promptly;
• In close coordination with the HR/Admin Manager, lead the disciplinary action process/disciplinary procedure by the local labor laws;
• Keep and Follow up with Managers on the probation evaluation and the yearly performance reviews of national staff and maintain a tracker of completed evaluations;
• Ensure the management of Khartoum payroll procedures and ensure compliance with DRC policies and Sudanese labor law, this includes overtime, new hires, leavers, social insurance contribution deduction, income tax, etc, meanwhile in coordination with the Finance department ensure the payment is processed on a monthly basis. 
• Managing the mobile and internet provider contract for DRC – including arranging for sim cards to be issued to staff and processing invoices promptly
• Ensuring office supplies are maintained ensures adequate levels of necessary supplies at all times in the office.
• Backup Administrative officer (Transport) on booking the reservation (UNHAS, Commercial flight) and ensure the department provides monthly statements from UNHAS, Travel Agents, and Hotels. Etc. 
• Keep close contact with the DRC legal Advisor and the local authorities about the update/s and legislation links to the Sudan HR Handbook;
• In coordination with the HR/Admin Manager, make sure to follow up with the HR focal persons in the Area offices are adhere to the same practices and give support when needed.
• In the absence of the Administrative officer (Transport), the HR/Admin officer will ensure cover the role and manage the section properly,

Other tasks as assigned by your line manager.

Minimum Qualification, Skills and Experience Required:

 Experience and technical competencies:

• Minimum of 3 years of experience in a Humanitarian organization, preferably in expatriation conditions/missions;
• A high sense of diplomacy and emotional intelligence; and an impeccable practice of time management;
• A high level of flexibility and adaptability; and a high sense of complexity and stress management;
• Good manipulation of Microsoft office;
• Good comprehension of Sudanese Labor law, Social Security and Compensation and Benefits;
• The ability to multitask and manage a diverse workload
• Excellent working experience on ERP system. 

Education background:

• BA in Management/Sociology/industrial psychology/HR
• Masters in HR management or industrial psychology is appreciated

Internationally recognized HR certifications are appreciated

Languages: (indicate fluency level)

• Fluency in English and Arabic is mandatory

Arabic is Highly Appreciated

In this position, you are expected to demonstrate DRC’ five core competencies:  

• Striving for excellence: You focus on reaching results while ensuring an efficient process.  
• Collaborating: You involve relevant parties and encourage feedback.  
• Taking the lead: You take ownership and initiative while aiming for innovation.  
• Communicating: You listen and speak effectively and honestly.  
• Demonstrating integrity: You act in line with our vision and values.

We offer

Contract length: 12  months

Level: Non- manager

Salary range: 1026- 1156 USD

Location: Gadaref- East Sudan

Expected Start date: As soon as possible

Note: Female candidates are highly encouraged to apply:

Application process:

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note.

Applications Closing Date:4 /2 /2023

Need further information?

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.

For further information about the Danish Refugee Council, please consult our website www.drc.org