SUMMARY:
Working under the overall responsibility of HR Coordinator, role include assist in managing staff health and safety, records and HR information management, employee relations training, learning and development coordination. The HR and administration officer is responsible for implementing and leading the application of HR and Administrative policies in NorthDarfur field office in order to assure that they meet both the needs of the organization and its legal obligations. This will include: recruitment and orientation of new staff, performance management coordination, staff care and documentation of HR procedures and function.
ESSENTIAL JOB FUNCTIONS:
Roles & Responsibilities:
Administrative and legal framework
- Applies policies and procedures in respect of RI HR and admin policies and processes.
- Applies working conditions based on RI guidelines and local legislation; HR manual, health policy, training policy and other applicable policies.
- Provides support in keeping classification & descriptions of functions and management manual and labor codes up-to-date.
- Keeps project organization charts actual and updated
- Prepares registration of employees to Social insurance & Tax office & related payments on monthly basis.
- Assures payrolls, salary administration and final submission of payment slips to finance.
- Follows up cost of living and proposes adjustments to line manager.
- Prepare and insure all staff has the appropriate contract and personal files are kept up-to-date at all time.
- Guarantees that personal files of all staff are administered with confidentiality and appropriate quality with RI check list and standards.
- Monitors all paid and unpaid leaves of staff by adequate reporting in the system.
- Makes sure files are in coherence with HR guidelines and in line with country legislation.
- Maintains records and compiles statistical reports concerning personal-related data (i.e. hires, separations, performance appraisals).
- Prepares certificates and other HR documents when needed.
- Provide translation to HR documents if needed.
- Prepares all correspondence with partners (authorities, tax offices, Ministry of Labour etc.).
- Makes sure all main HR documents are available, translated and understood by staff at all levels.
Recruitment & Introduction
- Participates in the recruitment process for staffing in all field projects in the state.
- Ensures quality in the recruitment process.
- Prepare all related documentation and letter for recruitment process.
- Is aware of various pools of candidates for selection or non-selection.
- Conduct induction for new staff as per RI orientation guidance.
- Conduct training to new staff on HR policies and staff care RI policy training (Child protection, SEA, code of conduct, Prohibited party policies etc)
- Explain and motivate employees to do the courses assigned (Compulsory or optional) on RI academy
HR Management
- Maintain central files and administration files with confidentiality.
- Keeps job descriptions for all staff up-to-date at all time.
- Communicates and briefs HR policies and procedures to staff.
- Proposes HRM improvements such as enhancement of responsibilities, mixed teams.
- Provides support to supervisors to anticipate or solve conflicts and grievances.
- Enrolls in different HR and other social events with international and national staff.
- Guide and Participates in the appraisal process of all staff in the office.
- Keep records and follow-up all staff leave entitlement (sick leave – annual leave –other)
- Assists own HR team in order to be able to develop professionally.
- Follows up disciplinary measures and court cases.
- Follows conflict management and dismissal processes including documentation.
- Conducts exit interviews to identify reasons for employee termination and writes separation notices
- Organizes and participates, lead in the orientation courses.
- Makes sure applicants are registered into RI systems (RI Academy/RI excel/MIP) in coordination with HR Manager
- Insure good records of staff requests and received trainings with adequate follow-up and reporting to HR Manager.
Performance management system
- Participates in planning and communicating the performance management cycle to.
- Ensures the RI excel hard copy and soft copy are document and filed in North Darfur staff files.
- Makes all the performance management filled forms are assembled in Khartoum for documentation and records.
- Takes an active part in getting training data from RI excel on line and hard copy for analysis and assigning training groups and courses, meetings and workshops.
- Support the formed committees to analysis, plan and take decision on PMS results and rating.
- Ensures update and completion of RI excel and performance management system.
Communication & Reporting
- Participates in the periodical personnel delegates meetings.
- Ensures communication of all relevant administrative matters to appropriate coordination level.
- Participates in periodical SMT meetings.
- Makes all HR related information available to the staff on a regular basis.
- Takes an active part in meetings and workshops.
- Transmits to line manager all relevant information on essential set-up, court cases and updated statistics
- Ensures update and completion of RI payroll data and periodical reporting to line manager.
Supervision: if applied: Supervision of Elfasher HR assistant.
