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Country Human Resource and Administration Manager
Relief International

Relief International (RI) is an international non-governmental organization US and UK based, working in the humanitarian field since 2004 in Sudan, providing emergency relief and early recovery activities to internally displaced persons (IDP) and rural communities, focusing in lifesaving health and nutrition services. RI is looking for qualified candidates to fill the vacancies mentioned herewith


 Gross Salary: 1800 USD
 Supervisor: Country Director, with technical supervision from the Regional HR Manager
 No. of Post: 1
 Duty Station: Khartoum, Sudan with 50% of field trip to RI project location.
 Duration: One year
 Closing Date: 17 Feb 2020

 
 Background:

Relief International specializes in relief and development programs that benefit people in acute distress. A registered non-profit in the US, UK, France and Belgium, our work targets those fragile countries or communities that suffer from recurrent man-made or natural crises that impede human development. The people that we serve live in seventeen countries across the Middle East, Africa, and Asia where the debilitating effects of political instability, forced displacement, and natural disasters are pervasive. Often, RI is the only organization providing healthcare, education, logistics, energy, capacity building, economic development, sanitation, and many other forms of assistance to these highly vulnerable communities.

 

Position Summary:    

The Human Resources & Administration Manager will serve as the HR Generalist and Advisor and Administrative lead for RI’s Sudan Program. He/she will provide both transactional and strategic HR operational support services to projects and activities in Sudan in all major HR functional areas (Human Resources systems, Recruitment & Induction, HR compliance, staff training and capacity building, compensation and benefits management, employee relations, performance management, and HR policy. Additionally, he/she will ensure that RI’s administrative compliance is managed and in order with federal, state and local government requirements. The HR/AM will also supervise field HR Manager and HR/Admin Officers/Assistants to ensure they carry out their responsibilities efficiently and effectively, and will also function as a member of Sudan Senior Management Team.



 
 Duties and responsibilities:

1.         HR Strategy,

  • Oversee the regular review and roll out of HR policies, employment policies and procedures in compliance to RI’s standards and evolving national labor law.
  • In collaboration with the Country Director and Senior Management Team, assist in the development of staffing and recruitment plan to ensure that each department and field office is staffed appropriately, according to need and funding availability, in an efficient and timely manner.

 

2.         Recruitment & Induction

  • Build a recruitment plan for Sudan that reflects short and long-term employee needs and an approach to manage full-time employees, project-based employees, and non-regular staff in one coordinated approach
  • Consult with CD and Line Managers to ensure all TORs are produced that accurately reflects the role and candidate qualifications, determines whether a full-time hire or short-term effort is warranted, and, if a full-time hire is required, grade the position in accordance with RI's compensation structure.
  • Assist hiring managers as needed with recruitments, including placing job advertisements, references, inductions etc.
  • Ensure on boarding of  new hires; employee orientation are effectively conducted, to ensure employees are productive from day one, and working with CD/managers to ensure employees have commitments/objectives  set within their first three months on the job.
  • Develop and maintain a network of contacts that facilitate identifying and sourcing qualified candidates.
  • Collaborate with Regional HRM to maintain the accuracy of organization charts, ensure all necessary paperwork is on file, and maintain compliance with local laws concerning employment.
  • Support  the  CD in  processing  of  Visas and work permits for  visitors  and  International staff  as  and when  required.

 

3.         Compensation and benefits

  • Ensure the timely and efficient payroll preparation for accurate data on grant code, number of days, benefits.
  • In close   coordination  with  Finance, ensure  all staff fill timesheets  correctly  and  they  are  submitted  on  a monthly  basis  as part of the  payroll package.
  • Produce an annual calendar of approved public holidays
  • Ensure the proper utilization and accurate tracking of all types of leave.
  • Support the periodic salary review and analysis, and review and revision of new salary structure, as appropriate and communication of any salary decisions to staff.
  • Monitor benefits administration including medical, travel insurance, severance payments, pension, and communicating benefit information to all employees in the Country Office.
  • Assist the Regional HRM with the overall administration of the compensation program including salary surveys and administration; research and understand salary and benefit trends within the local market(s).
  • Recommend updates to RI's on benefits that ensure organizational competitiveness in local talent markets, deliver flexibility and creativity to employees, and are cost-effective for RI.
  • Implement compensation policies and benefit programs for Sudan including annual salaries and benefits where applicable.

 

4.         Employee Relations

  • Work with Regional HRM and  Country  Director to ensure Employee Manuals  are localized and valid in country and interprets and applies all RI  HR policies
  • Partner with employees and management to communicate various Human Resources policies, procedures, laws, standards, and donor and government regulations for enhanced relationships.
  • Counsel employees and managers through conflict, grievances and reporting all issues to CD and Regional HRM.
  • Respond to employee relations issues such as employee complaints, harassment allegations, and civil rights complaints as well as manage appropriately all legal cases relating to Human Resources in consultation with the CD and Regional HRM.
  • Ensure adequate feedback and communication on work issues and manage poor performance
  • Advice and lead on HR planning on change management (in line with RI Procedures) for the programme, including the review of job profiles and benefits as well as support and advice on programme structure and strategy.

 

5. Performance Management System: RI Excel

  • Provide training and ensure new hires and current staff complete the training on RI Excel and understand the goal setting process well.
  • Oversee the monthly utilization of RI Excel reporting and offer support to staff where needed.
  • Monitor the evaluation process at all stages and ensure that employees and supervisors complete the review process in a timely manner.
  • Act as training administrators and ensure that training goals for employees are monitored on RI Excel.
  • Provide guidance to supervisors as they complete evaluations, help supervisors find effective coaching methods that work for specific issues including identifying areas of poor performance and assisting supervisors to establish plans for improving performance (PIPs), be present during review meetings when necessary.
  • Provide ongoing support to RI Excel users including responding to various inquiries raised by different employees, clarifying the appraisal forms, methodology etc.

 

6. Training and Development

           

Capacity building

  • Ensure National staff are aware of all HR policies, rules and regulations by conducting sessions for new staff and organizing for refresher sessions for all staff from time to time.
  • Organize learning and development opportunities  in coordination with CD for staff to achieve programme  goals
  • Conduct Training needs analysis (TNAS) within the programme and support staff in identification of suitable internal/external trainings in close consultation with the CD and LMs from time to time.
  • Provide  training, support and advice on performance management and  staff development plans and ensure  reviews  are conducted  when  and  required as per the  RI  policy  and procedure.
  • Verify that Project Training Funds are used to cover legitimate National staff development and talent management expenses, that funds are used effectively, and follow up to make sure training has been provided and the employee has completed the training successfully.
  • Encourage Managers and Directors to provide “Power Hour” training to their staff.  Subject Matter Experts are asked to present content in an hour long session focusing on specific operational or technical subjects relevant to the program or project or related to current organizational or country/departmental needs.
  • Participate in forums relating to Human Resources including internal HR meetings and feedback to management on best practices, HR trends in country and at global level.

 

Administration of the Learning Management system: RI Academy

  • Responsible for the registration, course enrollment and account closure, for all staff who have an email address, some English language capacity and access to the internet.
  • Work with the Manager/Supervisor and the employee to find relevant courses on the RI Academy’s LMS, or through INGO or other professional organizations or find courses locally (provided through an institute or a college) and consult with the RHRM for assistance in identifying learning and development opportunities based on the training and professional development goals identified in RI Excel.
  • On monthly basis, report the names and courses taken outside LMS.

7. Health, Safety and Security

Work closely with and provide support to the Security Lead for Sudan to:

  • Ensure all personnel have received briefing on country or regional security threats, medical and emergency evacuation procedures.
  • Ensure that security measures are practiced and enforced to maintain as possible a safe and secure working/ living environment for RI staff.
  • Ensure staff know how to identify health risks in the region, how to protect against illness, injury and stress, and how to obtain support or medical treatment.
  • Ensure that managers and country HR Officers maintain records of work-related injuries, accidents, security incidents and fatalities.
  • Ensure all staff understand individual and collective responsibilities for safety and security.

 

8. Administrative compliance

  • Ensure RI is fully compliant with government registrations and regulations, at federal, state and district levels.
  • Maintain records of administrative compliance

 

General:

  • Ensure the timely processing of new contracts, contract extensions, staff transfers, promotions and other change of status/ personnel changes.
  • Manage processes related to disciplinary actions, staff separation, and termination.
  • Provide day-to-day advice to the programme teams, around interpretation and implementing HR policies, and procedures in order to ensure consistency.
  • Make sure that employees’ files are auditable at all times as per RI standards and any relevant donors’ requirements.
  • Working with CD and County Finance teams, support internal and external Audits by ensure necessary documents are updated, scanned where required and submitted as needed.
  • Expatriate staff services  in terms of relocations and making the necessary arrangement for incoming staff who will be based in Sudan  (this may include arranging accommodation, visas, work permits, assisting with location of housing and procurement of goods)
  • Ensure country HR Officers establish and maintain personnel files, ensuring  all emergency data forms are filled and safely filled
  • Conduct   regular  HR  audits  to ensure   compliance  to  RI policies, procedures, systems  and    donor  regulations   as well as ensuring  correctness of   necessary  documentation  such as  timesheets,  leave forms,   payrolls   and  exit interviews.
  • Constantly review local labor laws and ensure that RI is in compliance.
  • Alert CD and Regional HRM and ensure compliance to taxes, donor rules and regulations other statutory deductions for expats and local national staff in Sudan

 
 Minimum Qualification, Skills and Experience Required:

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.

  • Educated to degree level, with professional qualification in HR.
  • At least 5-7 years continuous practice in a similar position, with at least 5 years in an HR supervisory/management position overseeing HR staff in multiple field locations
  • Experience in developing and implementing HR policies, procedures and systems, trainings, and mainstreaming gender equity in all HR processes.
  • Proficient in IT - Word, Excel, PowerPoint, Outlook and HRIS (Human resources Information Systems)  
  • Demonstrated knowledge of Sudan local Labour law
  • Demonstrated experience leading emergency/large scale recruitments.
  • INGO experience is strongly preferred.
  • Ability to organize and prioritize competing demands effectively.
  • Demonstrated team management and coordination skills.
  • Previous experience in remote management, staff supervision and capacity building.
  • Fluent spoken and written English and Arabic.
  • Excellent interpersonal and communication skills.
  • A team builder with excellent people skills; culturally sensitive and has the ability and interest to identify and work with a multicultural team.
  • Expereince in promoting staff care and safeguarding in the workplace is a plus.
  • Previous experience leading Country Office HR in fragile setting is added advantage.

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:

 

  • Inclusiveness
  • Transparency and Accountability
  • Agility and Innovation
  • Collaboration
  • Sustainability

 

To apply: Please, submit your CV, work certificates and qualification to HAC. State the name of position on the envelop, a telephone contact number and two professional references, closing date:17.02.2020, at 14:00

Only short-listed candidates will be contacted for the interview. To find out more about Relief International please visit our website at http://www.ri.org









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