Deputy Human Resources Coordinator (Khartoum) – Premiere Urgence Internationale

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OrganizationPremiere Urgence Internationale
Job TitleDeputy Human Resources Coordinator
LocationKhartoum
Section/UnitHuman Resources Department
SupervisorHuman Resources Coordinator
Duration6 months
Closing Date12 Dec 2024

Under the supervision of the HR Coordinator, the Deputy HR Coordinator ensures the human resources management of the Coordination office and provides technical support to all bases.  S/he works with the HR coordinator to ensure that all HR policies and processes followed at mission level are in compliant with the PUI and donors procedures and National and local regulations. 

RESPONSIBILITIES AND TASKS:

  1. INTERNAL STAFF REGULATIONS 
  • Participate with the HR Coordinator in drawing up and suggesting possible updates to the HR policy for procedures and tools, regarding recruitment, payment, administrative management, disciplinary issues and the management of individual career paths within the organization.
  • Guarantee with the HR Coordinator, the implementation and application of the policy, once validated by the Head of Mission and Headquarters, and consequently, ensure the dissemination of any new policies, and ensure that these rules and procedures are known, understood and implemented by the HR team and that the latter have all the tools for applying them at their disposal
  • In collaboration with the HR coordinator, takes part in the update or amendment of the internal regulations 

2. ADMINISTRATION, MANAGEMENT AND CAREER PATH MANAGEMENT

  • With the support of the HR Coordinator, work on clear integration plans and a comprehensive capacity-building plan
  • Validate by delegation of the HR Coordinator, recruitment requests and amendments to contracts (job description, Payments, working hours, ending date, etc.)
  • By delegation of the HR Coordinator, review and validate employment contracts that are drafted by the HR team and sent to Coordination for signature
  • Ensure that administrative personnel files are created and that employee documents are following PUI policies and donors’ requirements 
  • Participate in the organization of the recruitments for the admin team and may support the recruitments for other departments/bases, and key strategic positions on the field. 
  • Responsible for the induction process in coordination with the HR Coordinator, and creating any possible support process for integrating new employees; 
  • Support the HR Coordinator in updating the salary grid (fixed and variable terms), outline the associated benefits package (compulsory or otherwise: medical cover, daily allowances, insurance, transport allowances, etc.), and ensure these are implemented, subject to validation by the Head of Mission.
  • By delegation of the HR Coordinator, validates the monthly payroll of the mission and finalize the monthly Homere closure, then share it with the HQ
  • Contribute to the optimization of HR, administration and payroll tools and procedures

3. MANAGING HR RISKS

  • Ensure that HR management rules and procedures, are compliant to the current employment law, and monitor social and legal issues and report where necessary 
  • Participate in defining and implementing suitable working conditions particularly those concerning rules and regulations on health and safety
  • With the HR Coordinator, monitor situations in order to anticipate and avert social conflicts and take part in crisis management, if necessary
  • Be attentive for any risk or abuse of power (whether this is between local employees, or between an expatriate and local employees or any other type of abuse of power) and report any inappropriate behavior to the line manager and/or Head of Mission; 
  • Ensure staff understanding on PSEAH policy and steps of reporting such concerns
  • Responsible in coordination with the HR Coordinator for keeping records for all current and previous employees and update this information on paper and electronic files/Homere software 

4. HOMERE PAYROLL MANAGEMENT

  • Check and control all staff grades, salary & positions in the Homere payroll to follow the PUI salary grid and internal process.
  • To prepare payslips based on the HR Data at the end of each month and ensure it is signed by each employee and HR Coordinator;
  • To ensure documents regarding legal contributions to national schemes are regularly extracted from the Homere, signed by the HR Coo and Finance Coo, then archived accordingly.
  • Ensure that the HR officer gather all necessary information from employees in the Coordination office and update in the HR Database and Homere payroll

5. INTERNAL AND EXTERNAL COMMUNICATION AND REPRESENTATION 

  • Ensure that information is circulated effectively between operational bases and the coordination office;
  • Edit or take part in drafting internal activity reports for everything involving HR, administrative and legal issues for the mission
  • Support the HR Coordinator in ensuring HR coordination at mission level (workshops, regular visits to the bases, monitoring, follow-up, training, etc.) 
  • By delegation of the HR Coordinator, internally, be the representative of PUI before any employee representation bodies, whether or not these are compulsory by law, in addition to being PUI’s representative for all personnel for any matters relating to human resources 
  • When requested, externally, represent PUI before any legal or administrative authorities (employment inspectors, Labour office, HAC, SARHO, taxation authorities, social security/insurance payment collection bodies, etc.)
  • Develop and maintain relationships with partner organizations, particularly within the area of coordinating with INGOs/NGOs as regards administration and human resources. 

6. TEAM MANAGEMENT

  • Participate in the recruitment process of the staff under his/her direct supervision, and when delegated can take part in the recruitment processes of national employees in other bases.
  • Support the staff under his/her direct management in the fulfilment of their duties
  • Provide training to the HR staff on the HR components in order to build their capacities
  • Ensure team building among the team 
  • Conduct appraisals every six months for the staff under her/his supervision 

7. ORGANIZATION OF WORK

  • Assist in drawing up organizational charts, and be mindful of coherence in the composition of teams, in terms of task division and responsibilities, defining hierarchical and functional relationships, function titles, etc.
  • Take part in drawing up job descriptions and confirm these against the job categories table
  • By delegation of the HR Coordinator support in validation of all job descriptions that are drafted on the mission level
  • Take part in outlining human resources requirements within the framework of drawing up project proposals and possible amendments.

PRIORITIES OF THE DEPARTMENT

  • Monitors the good application of the ISR and guidelines
  • Digitalization of the HR files
  • Follow up on the trainings and capacity building of the national staff
  • Ensure a confidentiality on all HR matters 
  • Update and sensitize the staff on any new policies or National Legislation

Minimum Qualification, Skills and Experience Required:

MANDATORY REQUIREMENTS:
 Language skills: Fluent in English and Arabic (Speaking and Writing).

 Education degree: University Degree in Human resources Management, Public administration or management, Economics, Social Science, Business Administration or any related field.

 Work experience: Minimum of two (2) years of experience and one (1) year in NGOs/Private companies in a similar role or position.

 Knowledge and skills: 
– Good analytical and writing skills 
– Knowledgeable about Sudan Labour Law and the provisions of the National Social Security law;
– Good management capacities and team spirit.


 Computer skills: Good knowledge of MS office software including Word, Outlook, Excel, PowerPoint, SharePoint, Teams, etc.

 Others: 
– Good skills in reports and contracts redaction 
– Knowledge of humanitarian actors 
– Good management and pedagogical skills 
– Excellent communication and diplomacy skills to manage relationship in potentially tense situations
 

ASSETS
 Interests 
– Strong motivation to help people in need 
– Understanding of the political situation in the area

 Transversal skills: 
– Conflict resolution and diplomacy experience.
– Able to analyze and suggest improvement.
– Able to take initiative to deal with difficulties encountered in daily work.
– Able to adapt or change priorities according to the changing situation within the base or the organization itself. 
– Autonomous, neutral, hard-working.
– Able to manage stress and pressure.

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