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Job Title: Admin and HR Manager
Responsible for: HR Officer, Admin Officer, Logistic Officer, IT Officer Executive Secretary
Section/Unit: Operations & Support
Duty Station: Khartoum
Closing Date: 12 July 2018


Background:
UPO is Sudanese national organization, which has been established in 2009, and working since 2010. UPO seeks to build peace in Sudan through conflict mitigation and reconciliation, inspiring and furnishing the local communities with sufficient and life changing skills to capacitate and empower their living. We see a more peaceful and socio-economically and politically advanced Sudan.
UPO Darfur program started in 2010 in response to the emergency needs of some 950,000 war-affected communities and host populations in most of the localities in North, South, East and Central Darfur States. In response to the humanitarian needs, The Organization has received more than $US 12.5 million in the last five years and implemented over 120 projects across Darfur region, Gadaref and Khartoum states, UPO's assistance reached more than 950,000 vulnerable war affect persons in over 89rural communities and IDPs camps in Darfur states and eastern Sudan.

Job Purpose:
The incumbent is a senior country management team member, and thus he/she will actively and effectively contribute to the country office operation and strategic planning process.
The person will be the overall team leader responsible for the overall operation support services i.e. HR, Logistic, Administration, procurement, health and safety, and provision of overall support to the UPO HQ as well as filed offices operation.
The competent will be responsible to ensure compliance to relevant donor and organisation internal policies and procedures, as well as developing and updating organisational manual and guidelines for Sudan and South Sudan operation.
The incumbent will ensure consistency & harmony in organisation procedures and policies across field offices in Sudan, as well as build capacity of operation department staff and provide guidance and advice to management and programme team.

Key Responsibilities:
Human Resources Management:

  • To assist the Director in identifying the HR implications of meeting organisational objectives.
  • To develop, implement and monitor HR strategies and initiatives to help to meet organisational objectives.
  • To ensure, through the management and support of the HR Officer, an efficient HR administration service, including the effective development and use of systems and HR database.
  • To keep up to date of developments in the field of HR best practice and Sudan labour law and advise on the implications for UPO.
  • To develop, implement and monitor policies and procedures in relation to all aspects of HR management:

               - employee resourcing (HR planning; recruitment and retention).
               - employee relations (disciplinary and grievance; staff consultation and communication)
               - employee reward (pay and grading; terms and conditions).
               - employee development (induction; staff development and training; performance management).

  • To assist managers in identifying and meeting staff training needs.
  • Responsible for effective management of the payroll and benefits administration systems, negotiating and liaising with the providers as required.
  • Responsible for participating in local salary surveys, analysing reward data and updating UPO salary structure.

B) Administration:

  • Responsible for development, review and update of UPO Sudan’s administration policies, systems and procedures (i.e. filing system, guesthouse management, etc).
  • Provide leadership management, supervision, coaching and on-the-job training to subordinates to enable them perform their routine tasks smoothly.
  • Ensure compliance and adherence to operational policies, regulations of the organization, donors as well as to the laws of the country.
  • Develop / draw / Revise / Authorise and maintain property leases and other contractual agreements that protect the organizations rights and interests, in close consultation with the legal advisor and the GD.
  • Directly supervises the Administration Officer and provides team leadership to the department.
  • Contribute to the overall improvement to organisational structure and work processes through organisation evaluation and recommendations, As member of the senior country management team the competent is expected to make senior contribution to the organisation strategy and implementation.
  • Conduct regular visits to the field offices to ensure regular monitoring, supervision and coaching of staff on relevant operation support issues, Coordinate and maintain good relations with relevant Government authorities (i.e. HAC, Labour office, different ministries, etc) for smooth release of visa’s, work permits, travel permits, Technical agreement TA, etc.
  • Coordinate with other INGOs/NGOs, UN and Government offices to share information on areas of common interest.

Minimum Qualification, Skills and Experience Required:

  • MBA /MA / Post graduate degree in Management/Administration or any relevant field of study, with substantial senior management experience not less than 7 years.
  • At least three years working experience with NGO or INGOs at management level in the field of operation support and or HR/administration.
  • Experience of liaising with key ministries (such as MoSW, MoH and MoE).
  • Proven track record in setting up HR, Administration and logistics systems and procedures.
  • Excellent people management skills, with experience of leading a diverse team.
  • Fluent written and spoken English and the ability to write clear reports for a wide range of audiences.
  • Ability to think and plan strategically.
  • Fluency in English & Arabic language is essential.
  • Computer skills in MS-Word, Excel, Power-point, access, internet, e-mail, and any other relevant software.
  • Commitment to humanitarian principles and action, along with the aims and objectives of UPO.
  • Well developed interpersonal and team skills and proven ability to be flexible in demanding situations.

 

How to apply:

Interested applicant can send CV and cover letter to: upo.operation@gmail.com or sudan.upo@gmail.com




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