The HR/Admin Officer is responsible for preparing and following on all matters related to administration and human resources concerning the staff; including but not limited to contracts’ management, attendance, vacation, health insurance, in line with ACTED guidelines. The HR/Admin Officer is managed by the Country Admin/HR Manager. H/She shall be in charge of managing staff and ensuring that the department meets its objectives

Under the authority of:

Under the overall supervision of the Country Admin/HR Manager.

Line Management:

Office daily workers.

Internal:

• Coordination
• FLATS team
• Program and AME teams.
• ACTED IMPACT staff

External:

• Local Authorities

Health insurance focal point

1. National staff recruitment process;
2. Insure all new HR internal regulation implementation, awareness sessions, onboarding & orientations for current and new hires;
3. Enhance staff capacity building and trainings through internal or external resources;
4. Implementation of all HR practises/tasks to be functioned.

• Draft, circulate and follow up on all administrative letters, internal notes, regulations, memos etc;
• Follow up with logistics regarding the occupancy of guesthouses and update the cleaning schedule accordingly.
• Ensure an adequate provision of office supplies according to the ACTED Logistic Manual (preparation of Order Forms, etc.)  and the accurate distribution of these items so as to ensure cost efficiency;
• Follow up the office supply stock, in coordination with Logistics and as per ACTED’s guidelines;
• Maintain and check the administrative filling system; which include the filling of all administrative documents (including but not limited to the premises folder, memo folder, legal folder…).
• Update the authorized signatory table for the field office on a monthly basis and send this to the capital office.

Attendance and leaves management

• Inform the staff (national/international) of the public holidays in a timely manner.
• Control and check the attendance of the staff including “collecting and reviewing the attendance sheets, following up on leave requests and communicating with north base on a regular basis.
• Inform Country Admin/HR Manager of any observed breach of ACTED regulations related to attendance that could lead to disciplinary actions as per ACTED HR Manual;
• Follow up on staff leaves  and share the updated leave balances with HoDs by the end of each month.
• Identify magnetic access card for newly hired staff , and track their records through the access card machine.

Recruitment

• Ensure that Terms of References are prepared & budget is approved prior to the release of the vacancy announcement;
• Prepare advertisements of vacancies for national staff and follow up on the recruitment process, as per the recruitment plan;
• Ensure the collection of all required documents of applicants, as indicated in the ACTED HR Manual;
• Conduct the review of the CVs and long listing of the applications, based on the requirements of the job description.
• Follow up on the short listing of the candidates by the recruitment committee and organise the interview/test.
• Ensure contacting the candidate’s references (“Reference Check”) prior to offering the position;
• Prepare the contract in line with ACTED’s templates and follow up on any renewal, amendment, resignation or termination.
• Ensure that the new staff receive proper induction and are made aware of their rights and obligations.
• Ensure the use of ACTED HR standard templates, in line with ACTED HR Manual/internal regulations.
• Send regret letters to all rejected candidates.

Update the recruitment plan on timely manner

Payroll

• Preparation and review of employment contracts for national staff in capital and area offices.
• Titanic Monthly Report Follow up:
• Validation of all overtime calculation for staff in capital and area offices.
• Review and validation of staff attendance sheets.
• Validation of documents updates on the share points.
• Review and update the national staff grade, salary & position to be in accordance with country approved salary grid.
• Organize area visits to cross check Admin/HR documents & review the HR system on regular basis to ensure transparency and accuracy and proper set up;

Filing

The HR/Admin Officer shall be in charge of ensuring that there is an accurate and efficient filling system, in line with ACTED’s requirements; in hard and soft copy. In this regard, H/She shall put in place accurate folders (recruitment, CVs, memos…) notably personal folders as follows:

• Create personal folders for national staff at the day of their arrival;
• Ensure confidentiality of personal folders;
• Ensure a follow-up/update of the personal folders from bases and capital on 1st week of N+ month.

Compliance/Audit

• The HR/Admin officer shall be in charge of reviewing and following up on any audit finding, recommendation and of providing all the necessary information to the audit team.

External Training

• The HR/Admin shall be requested to provide support to Country Admin/HR Manager by collecting the required forms for all capacity building conducted during the year.
• Updated the Capacity Building sheet on timely manner, and ensure to receive all signed , original forms from north base.

Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets.

• % success rate of inductions and orientation;
• % of finalizing the payroll and HR reports/sheets in a timely manner;
• % of HR/Admin tasks errors and findings (according to line manager);
• % success rate of recruitments;
• Number of internal and external trainings;
• % Level of use of share point

• Bachelor’s degree in HR management or a related field;
• Fluent English and Arabic (written and spoken);
• Excellent writing and communication skills;
• At least 3 years work experience preferably an INGO experience;
• Ability to work under pressure in a high-pace environment;
• Good organisational and prioritisation skills;
• Proficiency in Microsoft Office, Microsoft Excel and Publisher;
• Strong interpersonal skills

Strong analytical skills

Please Apply before 3 August in Sudan Job