Human Resources & Administration officer (Port Sudan) – IMC
Job Description
| Organization | International Medical Corps |
| Supervisor | Senior HR & Admin officer |
| Duty Station | Port Sudan |
| Duration | 10 Months |
| Closing Date | 25 July 2024 |
The Human Resources and Administration Officer reports directly to the Senior HR and Admin Officer. The main responsibility of this position is to manage recruitment and staffing, performance management, training benefits and compensation, organizational development, employee counseling services, and personnel files archiving, management of staff leaves and time and expense technical support and provide administrative support to the HR & Admin Department.
Duties and responsibilities:
RECRUITMENT AND SELECTION
- Ensure recruitment practices are compliant with recruitment policies, procedures and legal requirements.
- Coordinate recruitment process for senior positions within the country program based on assigned roles.
- Provide advice and support to hiring managers on recruitment policies and processes.
- Coordinate the interview process with the recruitment panel and ensure evidence-based hiring decisions. Ensure the collection of recruitment related documents from the hiring panel.
- Follow and compile recruitment updates for the country program and ensure submission of weekly recruitment reports.
ON BOARDING AND OFF BOARDING
- Manage full candidate journey to ensure a positive experience for all applicants to IMC.
- Coordinate orientation activities, address any issue and share feedback with line manager & HR/Admin Manager.
- Coordinate off boarding (separation paperwork, payments, entitlement, exit interviews et al).
PERSONNEL ADMINISTRATION
- Responsible for ensuring the following are accurate, complete and up to date; staff personnel files, management of leave, and management of staff contracts. Ensure confidentiality is maintained in regard to all sensitive personnel data.
- Produce HR reports as required – leave, retention, turnover, absence, et al.
- As required ensure that all approved HR policies, procedures, checklist are available to staff and disseminate accordingly.
- Maintain employee-related databases are up to date for all the country program.
PAYROLL AND BENEFITS
- Responsible to process and generate monthly payroll action reports to the payroll system and ensure proper follow up with Finance Department on related payments (salary transfer and final payments) and deductions on monthly basis.
- Focal point to process tax and social security payments and other related issues with both authorities.
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.
PERFORMANCE MANAGMENT
- Support the Senior HR & Admin Officer to track performance appraisals and probation period reviews.
- Assist in supporting line managers in developing the performance appraisals and objectives for the staff.
- Ensure robust performance management systems.
STAFF ENGAGMENT, LEARNING AND DEVELOPMENT
- Support Staff learning and development activities. This include HR mandatory training program, Welearn, and organizing other learning activities.
- Assist in the implementation of employee orientation and development programs.
- Coordinate the Induction process for the new hired staff.
EMPLOYMENT RELATIONS
- Support discipline and grievance procedures.
- Provide basic interpretation of HR policies and procedures when required.
- Recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation.
- Ensure the rights of the employees and the organization are in accordance with the Human Resources policies, governmental laws and regulations.
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.
MAIN TASKS AND RESPONSABILITIES
RECRUITMENT AND SELECTION
- Ensure recruitment practices are compliant with recruitment policies, procedures and legal requirements.
- Coordinate recruitment process for senior positions within the country program based on assigned roles.
- Provide advice and support to hiring managers on recruitment policies and processes.
- Coordinate the interview process with the recruitment panel and ensure evidence-based hiring decisions. Ensure the collection of recruitment related documents from the hiring panel.
- Follow and compile recruitment updates for the country program and ensure submission of weekly recruitment reports.
ON BOARDING AND OFF BOARDING
- Manage full candidate journey to ensure a positive experience for all applicants to IMC.
- Coordinate orientation activities, address any issue and share feedback with line manager & HR/Admin Manager.
- Coordinate off boarding (separation paperwork, payments, entitlement, exit interviews et al).
PERSONNEL ADMINISTRATION
- Responsible for ensuring the following are accurate, complete and up to date; staff personnel files, management of leave, and management of staff contracts. Ensure confidentiality is maintained in regard to all sensitive personnel data.
- Produce HR reports as required – leave, retention, turnover, absence, et al.
- As required ensure that all approved HR policies, procedures, checklist are available to staff and disseminate accordingly.
- Maintain employee-related databases are up to date for all the country program.
PAYROLL AND BENEFITS
- Responsible to process and generate monthly payroll action reports to the payroll system and ensure proper follow up with Finance Department on related payments (salary transfer and final payments) and deductions on monthly basis.
- Focal point to process tax and social security payments and other related issues with both authorities.
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.
PERFORMANCE MANAGMENT
- Support the Senior HR & Admin Officer to track performance appraisals and probation period reviews.
- Assist in supporting line managers in developing the performance appraisals and objectives for the staff.
- Ensure robust performance management systems.
STAFF ENGAGMENT, LEARNING AND DEVELOPMENT
- Support Staff learning and development activities. This include HR mandatory training program, Welearn, and organizing other learning activities.
- Assist in the implementation of employee orientation and development programs.
- Coordinate the Induction process for the new hired staff.
EMPLOYMENT RELATIONS
- Support discipline and grievance procedures.
- Provide basic interpretation of HR policies and procedures when required.
- Recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation.
- Ensure the rights of the employees and the organization are in accordance with the Human Resources policies, governmental laws and regulations.
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.
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.
Minimum Qualification, Skills and Experience Required:
MINIMUM REQUIREMENTS
- University degree preferably in business administration.
- HR management experience.
- Minimum of 2 years’ experience in HR and Administration in INGO sector is preferred
- Understanding of compensation, organizational planning, employee relations, safety, training, and labor relations.
- Ability to work independently in a diverse environment.
- Experience in working with similar organizations or institutions.
- Strong understanding of labor laws, and national social security.
- Previous experience in dealing with Governmental entities.
- Analytical skills are preferred.
- Practice a high level of confidentiality.
- strong interpersonal skills and work ethic.
- Excellent English skills in both reading and writing.
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 Labor Office Closing Date: 25 July 2024
