About CIVIC

Center for Civilians in Conflict (CIVIC) is an international non-governmental organization (INGO) with offices around the world working to improve protection for civilians caught in conflict zones. CIVIC envisions a world in which no civilian is harmed in conflict. Our mission is to support communities affected by conflict in their quest for protection and strengthen the resolve and capacity of armed actors to prevent and respond to civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.

 

About the Position

Under the supervision of the Finance & HR Manager, the HR & Administration Assistant is responsible for supporting the effective management of administrative functions and human resources processes for CIVIC in Sudan. The role contributes to efficient office operations, consistent application of HR policies, and high-quality support to staff and management.

1. Administrative Responsibilities
 

The HR & Administration Assistant is responsible for:

· Organizing and coordinating daily administrative and general office operations.

· Serving as a central point of contact for administrative information from operational departments.

· Supporting the management of office resources to ensure their effective and compliant use according to CIVIC policies and donor requirements.

· Preparing and maintaining administrative records, files, and internal documentation.

· Assisting with procurement and logistics tasks as required.

· Supporting the development of administrative tools, including dashboards and tracking sheets, to monitor operational progress.

2. Human Resources Responsibilities
 

· Supporting the full recruitment cycle, including advertising vacancies, shortlisting candidates, coordinating interviews, preparing recruitment files, and managing onboarding and off-boarding procedures.

· Assisting in the management of employment contracts and HR documentation in coordination with relevant departments.

· Supporting employee orientation and integration processes, including coordinating required training.

· Advising staff on basic HR policies and procedures.

· Assisting with the administration of payroll, benefits, leave management, and personnel data.

· Maintaining and updating HR trackers (e.g., Leave Tracker, Benefits Tracker).

· Supporting the implementation of HR initiatives, including staff development, performance management, and internal communication.

· Contributing to maintaining positive employee relations and a supportive work environment.

· Assisting with HR reporting for the Country Manager and headquarters

· Bachelor’s degree in Human Resources Management, Business Administration, or a related field.

· 4–6 years of professional experience in administration and human resources, preferably in the NGO or humanitarian sector.

· Good knowledge of labor and employment regulations (context-appropriate; adjust to Sudan as needed).

· Experience working in conflict, post-conflict, or high-risk environments is an asset.

· Strong organizational, interpersonal, and communication skills.

· Proficiency in HR and administrative systems, including MS Office Suite and HR management software.

· Knowledge of travel-tracking or personnel-risk platforms (e.g., ISOS, iJET) is an advantage.

Key Competencies
 

· Confidentiality and professionalism

· Attention to detail and accuracy

· Problem-solving and flexibility

· Ability to prioritize and manage multiple tasks

· Strong teamwork and interpersonal skills

· Ability to work in challenging or fast-paced environments