The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support children’s rights from birth until they reach adulthood and we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

Purpose of the Role

The P&C Officer will contribute to and support operational HR functions such as payroll and benefits management, recruitment support, personnel file management, leave management, and employee relations management in the field office.

The P&C Officer is expected to ensure that Plan Sudan’s P&C function complies with local labour laws. The role is expected to uphold Plan International’s values, the Child Protection Policy, code of conduct and other ethical values related to the local culture. The incumbent will advise management on issue to do with HR, Support Business Development Partners with staff budgeting data for proposals and keep all staff contracts up-to-date and will be expected to manage HR risks.

Management Scope, Reporting Lines, Key Relations

Reports to: Programme Area Manager

Direct reports: 

• NONE

Communications and Working Relationships:

• Plan inter-departmental especially finance and project teams and country office, Project managers.
• Plan Sudan Country Office in Port Sudan

External

• Establish a cordial professional relationship with the Ministry of Labour, HAC and Immigration Departments 

Level of contact with children

• Low contact: very-low frequency of interaction 

Physical Environment

• The position is a typical office environment with 5% travel in Plan International’s programming areas.

Accountabilities and MAIN WORK ACTIVITIES

Support recruitment and contracting of all local positions (40%)

• In collaboration with hiring managers, ensure that there is an updated job description for any new position before opening the recruitment
• Prepare advert for local positions, ensure approval from the Labour Office and post vacancies as appropriate
• In collaboration with hiring managers, short-list applications and organize written and oral interviews
• Collect references from selected applicants and ensure required documents are provided (diplomas, certificates, etc.)
• In collaboration with Country Office, send contract requisitions, present job offers and explain P&C package to selected applicant
• Develop a database of recruitment-related documents: written test, oral interviews grids, customized reference checks per position, etc.

P&C Administrative Support and Payroll/Benefit Management (20%)

• Submit payroll inputs on a monthly basis to the HR coordinator
• Ensure that payroll inputs are correctly entered in the payroll preparations
• Track over time and all salary advances and ensure that all the salary advances are recovered monthly.
• Answer questions related to payroll issues and ensure payslips are signed on a monthly basis
• Ensure that staff performance appraisals (3 months’ review, Mid –year Reviews and annual appraisal) are done on time in coordination with line managers and technical supervisors (if applicable).
• Maintain records of leaves, advise employees and managers about leave policies and ensure policies are respected
• Facilitate reimbursement of medical expenses as per policy.
• Keep the personal files up-to-date and secure, and share with Country office personal documents as required (CV, payslips, disciplinary records, etc.)
• Monitor probation period in coordination with line managers and technical supervisors (if applicable) and report to P&C Coordinator.
• Collect the time sheets for the all employees.
• Prepares incentive payment schedules and the payments for the employees on temporary contract.
• Lead on the induction schedules in the field
• Arrange and Coordinate staff ID cards within five days of their arrival. A temporary ID card should be issued very first day of arrival.
• Supervise and support staff like the cleaners/cooks and P&C daily workers
• Support P&C department in any support required.
• Time sheets: File copies of all staff time sheets received from the employees for future tracking Hardcopy and softcopy.

Manage all Personnel Files for National Staff (20%)

• Ensure that all newly recruited national have personal files
• Ensure that required documents in personnel file are filed (Personal Details form, JDs, Contracts, Credentials, recruitment files, policy acknowledgement etc)

Ensure that all files are updated with all required information

• Ensure that all staff fill out personnel forms and are properly filed.

Management of staff database (10%)

• Ensure that all staff fill out personal data forms and are properly filed.
• Issues and tracks staff contracts and ensures that line managers are informed with expiration of the staff contracts at least two months in Advance.

Exit Management (10%)

• Support P&C Coordinator in Ensuring that exiting staff is cleared by every department and verifies un utilized annual leave balances for the exiting staff.
• Ensure that exiting staff are paid their terminal dues within 30 days from the time they exited.
• From time to time support in preparing benefits calculations for the exiting staff and liaise with the finance department to ensure that they are paid in time.
• Supports the P&C Coordinator to Ensures that the exiting staff is properly off-boarded.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) Commitment 

• Commit and contribute to an environment where children and adult program participants feel respected, supported, safe and protected;
• Never act or behave in a manner that results in violence including SHEA against a child, young person or adult or places them at risk of such violence;
• Be aware of and adhere to the provisions of the Safeguarding Policy, PSHEA Policy and COC of Plan International;
• Report and respond to safeguarding and SHEA concerns and breaches in line with the applicable procedures of Plan International;
• Maintain confidentiality of safeguarding and PSHEA concerns reported; 
• Ensures that HR staff are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
• Ensures that Plan Sudan contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Dealing with Problems: 

• An ability to manage staff working under pressure and build excellent working relationships 
• Required to synthesize and analyse feedback from a wide range of actors (including NGO HR Forum, Ministry of Labor, national surveys) in further developing HR and supporting implementation
• Supports grant development by ensuring full recover on HR needs is achieved through involvement at proposal writing and during implementation

Leadership COMPETENCIES

• Setting and communicating ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.
• Setting high standards for self and others' behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Holding self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivating and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
• Positive about change and supporting others in adjusting to it, helping them understand.

Business competencies 

• Are aware of the values and the global strategy and understands why Plan International’s purpose is so important in advancing children’s rights and equality for girls globally.  Understands and applies the principles of workplace safeguarding.
• Understands the planning procedures relevant to their role and contributes to annual planning where possible.
• Managing people and information including skills in assessment and coaching, evidence-based management and digital working, including personal digital skills.

Technical Expertise, Knowledge and Skills Required to Achieve Role’s Objectives: 

Knowledge

• Bachelor’s Degree in Human Resource or Public Administration. 
• At least 3 years’ experience in similar role
• Knowledge of performance appraisal systems, Payroll Management, leave trucking, visa and work permit trucking, etc
• Vast knowledge of Sudanese Labour/business laws with strong and analytical problem solving techniques

Skills

• Keen attention to details
• Excellent Interpersonal/communication skills
• Positive attitude
• Willingness to learn and proven ability to learn fast

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organization for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives