Reporting to: Area Support Service Manager

Authorization level: N/A

Period: 12 months

Job Purpose: Ensure the smooth running of the office in relation to all administrative and human resources processes; ensuring that office administrative resources are used appropriately and in conformity with DRC/Donor Guidelines and policies.

• Maintain confidential, accurate and up to date records of all staff (i.e. personnel information and management systems)
• Maintain an updated Staff Database including tracking contract dates and extensions.
• Ensure staff management and follow up for the office: record staff absences, overtime, holidays, contracts, contract renewals and end of contract documents and payments, explain policies to staff and implement procedures
• Track staff leave and support Supervisors in ensuring leave planning is done
• Maintain the HR filing system, including update of all paperwork

• Prepare office payroll, tax and social insurance documentation on a monthly basis for checking and authorisation by Project Manager, and ensure timely payment of these
• Facilitate and ensure a transparent and fair recruitment procedure in liaison with Labour office and HAC
• Prepare contracts with guidance and support from Khartoum Office and maintain records of all contract related information
• Plan and lead coordination on induction, briefing and evaluation processes
• Supervise Guards and Housekeeping staff and manage their schedules, leave planning and other HR needs
• Maintain Administrative guidelines and update if procedure changes
• Ensure compliance with all DRC/Donor HR and Admin procedures and liaise with Project Manager and Khartoum staff to support them in attaining this.

Administration

• Monitor any changes in national laws related to DRC operations, e.g. Labour Law.

• Perform general clerical duties, including photocopying, filing and mailing
• Routinely re-order office supplies
• Manage the filing, storage and security of documents, including HR files, project assets, consumables etc.; ensure all documents are filed according to the guidelines in Operations Handbook

Other

• Ensure that all admin/HR procedures are carried out according to DRC standards and in a transparent way
• Take initiative to ensure targets are prioritised and achieved before stated deadlines.
• Ensure that the good relations with the national authorities (including HAC) are fully maintained

Additional tasks

On request perform any other additional duties assigned by the supervisors in order to allow the organisation to function optimally.

This job description is not a definitive task list but has been done to clarify the responsibilities of the employee.

I have read and understood this job description and I agree to perform the duties stated herein to the best of my ability.

• University degree in Humanresources or other relevant fields, or relevant working experience
• Qualified females are strongly encouraged to apply.

Experience and Competencies

• A minimum of 3 years of working experience providing technical guidance and training within the HR and Administration.
• Extensive understanding of working on issues related to Human Resources and Administration
• Experience with the liaison with donors and Government authorities
• Experience in working in complex and politically-sensitive contexts
• A team player – able to demonstrate a constructive, cooperative and problem-solving approach
• Ability and flexibility to understand the cultural and political environment

• Fluency in Arabic
• Ability to work in English

• Mobile protection teams
• Community outreach volunteer networks
• Beneficiary communities, including IDPs, returnees and host community members
• DRC staff in project area
• Implementing partners
• Government stakeholders and other NGOs

• Basic: I master the essentials, but may at times need help from others
• Advanced: I can work independently at full professional level.
• Expert: I am the go-to person when others need help.