Project Overview:

On a day-to-day basis the Human Resources and Finance Officer is involved in a wide variety of activities involving coordination, hospitality, finances and staff supervision. This provides valuable support to the programme staff, enabling them to focus on their core activities.

Overall Purpose:

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care the Human Resources and Finance Officer plays an important role in overseeing the running of a Medair base.

Human Resources Management for Nationally Recruited Staff

• Carry out the day-to-day HR functions of the programme as they relate to nationally recruited staff which include, but not limited to:
  • Co-ordinate the recruitment process for new/vacant positions in conjunction with the relevant line manager. This includes job descriptions, advertising, short-lists, interviews and the appointment
  • Ensure all nationally recruited staff have a current employment contract
  • Work with line managers to ensure all new staff receive a relevant and appropriate induction when commencing employment with Medair
  • Ensure relevant HR documentation is made available to staff in a language they understand or is explained verbally to those with limited reading ability
  • Liaise with service providers to make available debriefing, if required, following any critical incident
  • Work with line managers to ensure exit interviews are carried out and appropriate records are kept when individuals leave Medair

• Work with field management to review, update and/or develop employment documentation for nationally recruited staff, including job descriptions, employment contracts and staff guidelines, ensuring they meet the requirements of local labour laws
• Support line managers as necessary in implementing disciplinary action and grievance procedures, ensuring that the correct procedures are followed and records are kept in accordance with Medair guidelines and local labour laws

Finances and Accounting

• Carry out the day-to-day accounting functions of the programme including, but not limited to:

• Managing in-country cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed
• Conducting regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies
• Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements made
• Paying staff salaries and allowances as agreed, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities
• Supporting colleagues in cash handling and financial transactions, providing coaching and guidance as required
• Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures and any donor requirements

• Work with the Finance Manager, or in the absence of the Finance Manager take responsibility, to:

• Produce accurate monthly accounts within the agreed timeframe, including the compilation and finalisation of monthly expense sheets for all cash and bank accounts
• Gather cash need forecast from Budget Holders and Logistics and consolidate it in the monthly cash needs forecast for the Country Programme, ensuring that money is transferred between locations in a timely manner and that daily cash needs are met
• Focal point for the Labour Report for NRS staff. S/he gathers all Labour Reports from NRS supervisors according to procedures every month and sends it to the FM at Support base for consolidation.
• Focal point for the NRS payroll preparation. Gathers necessary data from HR/Admin in the field location and finalize monthly payroll list and schedule salary and other related payments.
• Prepare for and support internal and external financial audits, providing all information required by local legislation, donors, HQ or other bodies
• Conduct regular internal audits and report immediately any possible fraud or theft

Administration

• Work with relevant colleagues to ensure the preparation, payment and record-keeping of staff salaries and/or allowances is done in a timely manner and in accordance with local employment regulations, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities
• Maintain records to ensure performance appraisals are conducted within the required timeframes and the necessary paperwork is completed according to the latest guidelines
• Work with line managers to ensure work-related records and documentation is kept according to programme procedures. This may include staff plans, attendance records, holidays, sickness, other absences, training records, insurance, pensions, other benefits, taxes, etc.
• Submit accurate and timely internal reports as required by field management and HQ and contribute on request to external reports
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements

Staff Management

• Manage and oversee some of the programme base staff (e.g. cooks, cleaners, etc.) including recruitment, day-to-day management, development and training, appraisal, etc.

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of base-related activities and requirements
• Develop and maintain positive relationships with local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

Delegated Responsibilities:

• Legal compliance of in-country human resources activities in accordance with Medair, donor, national and international requirements
• Confidentiality of information held on individual staff
• Maintenance of accurate and timely accounting records for all financial transactions
• Filing and retrieval of accurate supporting documentation for all financial transactions
• Management of cash and, where applicable, bank payments, ensuring the security of all funds

Essential

• Advanced University degree required, preferably in Human Resources or Finance
• Demonstrated experience in Human Resources and Finance in Sudan.
• At least five (5) years of progressive experience with at least three (3) years’ experience with an International NGO in Human Resources.
• Knowledge of Sudan Labour Laws and models of good employment practice.
• Good understanding of the issues that affect employee relations.
• Excellent teamwork including abilities to coordinate well with diverse individuals and teams and to negotiate effectively with colleagues and stakeholders to achieve results;
• Strong computer skills in basic, office programs.
• Fluency in spoken and written English and Arabic.

Desirable

• Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
• Excellent interpersonal and communication skills, facilitation skills and writing skills.

Competencies:

Essential

• Motivation
• Leadership /Team Building
• Adaptability
• Delivering Results
• Planning and Decision Making

Desirable

• Knowledge of humanitarian context
• Willingness to be stretched professionally, personally, and spiritually

Application Procedure:

Applications with CV cover letter and copies of certificates, job references addressed to the Human Resources Manager of Medair, can be submitted via Sudanjob.net. The closing date for receipt of applications is October 22, 2020