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HR and Administration Assistant
International Rescue Committee

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future.

 


 Other Relationships: Program Managers’ and Finance department, Supply Chain department
 Staff Managed: Cleaners, Guard
 Section/Unit: Human Resources
 Supervisor: HR Manager/HR Officer
 No. of Post: 1
 Duty Station: Khartoum
 Closing Date: 20 Oct 2020

 
 Background:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today work in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

 

Main Purpose of Job:

The HR and Admn Assistant is responsible for specific aspects of HR and Administration support at IRC office in Khartoum. This covers assisting HR and facilities management.



 
 Duties and responsibilities:

Administration

Assist the HR/Admn department for the Sudan program

  1. Guest house management and ensure adequate up keep of the guesthouses
  2. Office Management (cleanliness and adequate supplies for the office and GH)
  3. Assist HR Coordinator/HR Officer in the area of recruitment of new staff (Interview invitation, test arrangements, Approval from HAC and other communication as necessary)
  4. Carry out translation task as necessary
  5. Submit Admin related purchase request to Supply Chain department

 

Guest House Management

  • Ensure all guest house keys are secure can be identifiable with the tag numbers
  • Ensure one set of key in the HR office for the security purpose
  • Ensure timely cleanliness and provide adequate supplies to the guesthouse
  • Ensure newcomers are aware of the guest house regulations and where to lodge the maintenance requirements
  • Ensure new arrival accommodation is arranged in Khartoum

 

Office Management

  • Ensure all office keys are kept in the secure place
  • Ensure all office rooms are clean on a daily basis
  • Ensure monthly supplies are adequate and ensure cost monitoring sheet

Filing

  • Ensures the correct filing of all the administrative and recruitment documents

 

Flight Booking

  • Facilitate flight booking as requested by the Country Director and HR Coordinator

Other

  • Ensure utility bills for the GH and offices are paid in timely to avoid administrative hurdles with the supplier.
  • Makes all administrative information available to the staff (posting, meeting)
  • Liaise with cleaning service provider and ensure that all cleaners from the external service provider is aware of the hygiene standard at the GH.
  • Is responsible for the administration store in the department and the follow up of needs (stationary, needs of cleaning products in houses and office etc).
  • Ensure that monthly stocks are being checked prior to placing any supply request to Logistics department
  • Managing cleaners and ensure that cleaners received adequate training on hygiene standards in the GH and Office

 

Key Result Areas:

  • Provision of effective and efficient administration support services.
  • Implementation of IRC policies and procedures.
  • Day-to-day efficient operations of the Administration office.

 

HR Administrative management:

Timesheet

  • Maintaining the timesheet tracker for national and international staff
  • Ensure that queries related to timesheets is handled timely manner

 

Recruitment and Selection

  • Provide support in area of recruitment and selection
  1. Screen CVs
  2. Filling CVs
  3. Schedule interviews
  4. Filling all recruitment documentation

 

Staff HR Administration

  • Ensure the proper Tracking and monitoring of timesheets, annual leaves, sick leaves, and absence in respect of the local legislation.

 

Policy compliance – IRC way policies

  • Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the CD. The reporting of violations is an obligation on the part of all staff members.
  • Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.

Confidentiality: -

  • Ensuring the non disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

 
 Minimum Qualification, Skills and Experience Required:

Education

  • Diploma in Human Resource Management, Social Sciences or other related fields

Experience

  • 1-2 year of relevant professional experience as HR/Admn Assistant
  • Previous experience working with an international NGO in a cross-cultural setting,

Skills

  • Strong organizational and time management skills, team-player but also able to work independently
  • Compassionate, self-motivated, enthusiastic, energetic
  • Computer literate, with high degree of proficiency and productivity;
  • Ability to work comfortably and effectively, either at own initiative or under direction;
  • Fluency in both Arabic and English, written and spoken

  • If you are interested in the position, please submit your CV, Cover letter, work and academics certificates through SudanJob for online applications.
  • Note: please include a telephone contact number and three professional references in your cover letter.
  • Closing date for application 20.10.2020
  • Only shortlisted candidates will be contacted for interview
  • Female candidates are strongly encouraged to apply

 

The International Rescue Committee is an Equal Opportunity Employer. International Rescue Committee considers all candidates on the basis of merit without regard to race, sex, colour, national origin, religion, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation









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