Human Resources Officer (Khartoum) – Premiere Urgence Internationale

Job Description

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

Under the supervision of the Admin Manager/Deputy Admin Manager, the HR Officer supports him/her with all HR-related tasks and procedures. S/he supports the human resources management of local employees at the base and supervises the HR assistant at the base level.

Duties and responsibilities:

RESPONSIBILITIES AND TASKS:

A. TEAM MANAGEMENT
– Plan and supervise tasks of the teams on a weekly base
– Enable the team members to achieve their duties, by giving them appropriate briefings on their tasks and job description and by reporting any training or logistics needs to the Admin manager
– Ensure effective dissemination of information between the Admin manager and the HR team members
– Solve team conflicts and ensure team building. 
– Update the leave plan for the teams
– With the Admin Manager’s support, conduct appraisals, define the process and follow-up objectives for team members to improve their performance
– With the support of the Admin Manager, train the HR team on the HR components
– Support the Admin manager in staff recruitment
– Ensure that the team complies with PUI policies and procedures, including security rules

B. HUMAN RESOURCES AND ADMINISTRATIVE FOLLOW-UP
– Ensure compliance with HR policies and procedures
– Ensure that HR databases and follow-up tools are updated regularly, including but not limited to Payroll, Leaves Follow-up and Organizational Chart
– Follow up on administrative documents and track personnel file deadlines (probation period, appraisals, contracts, amendments, ID cards etc………) 
– Ensure that all staff are enrolled in the social and medical covers provided by PUI
– Follow up on attendance, days off and leaves 
– Supervision of public holiday management & keeping all staff informed in the base. 
– Control & check the timesheet and attendance sheet of staff and arrangement of monthly reports for salary distribution.
– Ensure fulfilment of salaries process (salary advances, pay slip signatures…)
– Ensure the preparation of contracts (new recruitments, contract extensions or renewals) and the awareness of the employees of contract terms and conditions, internal HR policy and PUI core policies
– For each end of the contract, ensure that the exit process is followed as written in the ISR
– Supervise the filing and archiving process and ensure the security of physical and digital documents
– Support in meetings: preparation, minutes records…etc.
– With the Admin Manager, support departments in the implementation of HR tools and procedures on a daily base
– Follow all bills and changes associated with employment law, employment in general, and staff training.
– S/he must follow probation period deadlines and make sure all employees are evaluated before the end of their probation period.
– S/he must follow the contract drafting and signing as well as contract dates, renewal and termination of all contracts. Tracks and update the various line Managers on the end of contracts.
– S/he must ensure that the base organizational chart is coherent and conforms to the PUI classification grid and salary scale. 
– S/he must ensure the implementation of ISR and ensure adherence to PUI core policies including the PUI Charter, PSEAH, CPP, and AFCP and organize discussion sessions on these policies for all staff. To provide information to all employees regarding the same at all times.
– S/he will ensure the stimulation of internal communications and anticipate risks associated with Base HR.

C. ARCHIVING
– Supervise the filing and archiving process done by the HR assistant, and ensure the security of physical and digital documents in the base. 
– Monitor the preparation of HR files for any internal/external audits in the base.

D. HOMERE PAYROLL MANAGEMENT
– Gather all necessary information from employees in the base and update in the HR Database and Homere payroll 
– 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 Admin Manager;
–  To ensure documents regarding legal contributions to national schemes are regularly archived.

E. RECRUITMENT
– Ensure that all recruitment done at the base level complies with PUI procedures
– When requested, support the managers in the recruitment process (applications shortlisting, interviews etc.)
– Ensure the proper filing of all recruitment files
– With the support of the Admin Manager, ensure all new employees’ induction training is done, and make sure they receive all necessary information and tools.
– Supervise the recruitment process with the different heads of departments, and ensure strict compliance with PUI recruitment procedures.
– Draft employment contract for National staff and collect all information required for the contract. (ID card, photos, identification information, reference, credentials, etc.)

F. CAPACITY BUILDING:
– Support the Admin Manager in identifying external training sources and work to organize or plan training.
– In collaboration with the Admin Manager, gather the training needs of the various departments
– When needed, conduct internal training, and refresher training related to HR rules and PUI core policies.
– Support the Admin manager in organizing HR workshops to improve the base Human Resource knowledge of the PUI Administrative System.
– S/he implements and follows the internal safety and security rules/protocols for her/his team and transmits all safety and security information to his/her supervisor.

G. INTERNAL AND EXTERNAL COORDINATION
– With the support of the Admin manager, enable effective collaboration with the various departments as well as with the Coordination and other bases
– When requested, participate in an external HR working group.
– Ensure good collaboration with the authority (Labour & HAC offices) to dialogue well regarding all HR-related subjects and 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.

 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 
– 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.