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Human Resources and Operations Coordinator
Saferworld

Saferworld is an independent international organisation working to prevent violent conflict and build safer lives. We work with people affected by conflict to improve their safety and sense of security, and conduct wider research and analysis. We use this evidence and learning to improve local, national and international policies and practices that can help build lasting peace. Our priority is people – we believe in a world where everyone can lead peaceful, fulfilling lives, free from fear and insecurity. We work in 12 countries across Asia, Africa and the Middle East.

 


 Management responsibility: Administration Assistant
 Supervisor: Country Director
 No. of Post: 1
 Duty Station: Khartoum
 Duration: Fixed-term, 12 months ( with possible extension depending on funding)
 Closing Date: 30 Nov 2020

 
 Background:

Saferworld is an independent international organisation working to prevent violent conflict and build safer lives. We work with people affected by conflict to improve their safety and sense of security, and conduct wider research and analysis. We use this evidence and learning to improve local, national and international policies and practices that can help build lasting peace. Our priority is people – we believe in a world where everyone can lead peaceful, fulfilling lives, free from fear and insecurity. We have programmes in around 20 countries and territories across Africa, the Middle East, Asia and Europe and have over 150 staff. We work with a wide range of partners including government agencies, international organisations, civil society organisations, youth and women groups; and communities.

 

Description of Saferworld and Sudan programme:

 

Saferworld, through partners, implements programmes in Khartoum, Darfur (North, Central and South Darfur), Eastern Sudan (Red Sea, Kassala and Gederif), South Kordofan, and Blue Nile States. The programmes supports communities and civil society organisations by building their understanding of gender and conflict sensitivity. We help provide space and opportunities for civil society to come together to engage in meaningful dialogues for peace and democracy. Our work also increases understanding within the regional and international policy community (such as the African Union) of the complex challenges faced by Sudanese citizens to help ensure their projects and approaches to Sudan encourage peace rather than exacerbate conflict.

 

Saferworld has been working on conflict and security issues related to Sudan since 2008. Our growing programme focuses on capacity-building for partners working for conflict transformation in Sudan, as well as analysis and advocacy. This post holder will lead on human resources, office and operations management in our Sudan office.

 

Job purpose:

Reporting to the Country Director, the Human Resources/Operations Coordinator will support office and operations management.

The Human Resource and Operations coordinator will:

  • Play a central role in the implementation and monitoring of Saferworld’s HR policies and practices for Sudan
  • Oversee day-to-day management of Saferworld’s Khartoum’s office and project locations where staff are located, managing partner placements and MOUs
  • Focal Point on staff safety and security in Sudan


 
 Duties and responsibilities:

  1. Human Resources
  • Assist in the development and communication of Saferworld’s human resources policies and procedures, working with the Country Director, Head of East Africa and HR Team in London
  • Contribute to the country human resource planning in line with the organisational strategy
  • Make sure Saferworld’s recruitment strategy is implemented in the country, ensuring that recruitment practices are fair and consistent and comply with regulations and organisational good practice.
  • Responsible for preparing HR documents, maintaining accurate and complete personnel and recruitment files; updating checklist and HR trackers as necessary.
  • Manage the implementation of induction programmes for new staff, and ensure that probation and other process are put in place.
  • In collaboration with Finance prepare monthly Payroll ensuring staff changes (new hires, terminations etc.) are accurately reflected on HR Monthly Reports and documentation is complete and filed in the personnel file.
  • Ensure that Saferworld complies with employment requirements of Sudan labor laws keeping up-to-date with required legislation and networking with other NGOs in Sudan
  • Working with Senior management, identify staff development/training requirements and identify ways in which training needs can be met.
  • Coordinating and Implementing any outstanding/arising Human Resources related audit recommendations at Country level in liaison with the Country Director. Advise and assist Line Managers in performance management processes
  • Provide pastoral support where appropriate.

 

  1. Administration/Operations
  • Ensure the efficient running of Saferworld’s Khartoum office, working with other teams to identify needs and improve or develop systems where necessary.
  • Play leading role in office space management, including the anticipation of office space needs and managing office moves.
  • Ensure compliance with national and organizational Health and Safety policies, including for any Saferworld staff based in partners offices in Sudan
  • Develop, implement and monitor policies and procedures relating to Saferworld’s operations and administration in Sudan , liaising with Senior Operations Manager and other Operations Managers/Officers in the field
  • Lead annual insurance renewals
  • Lead in all review of procurement processes in line with Saferworld procedures
  • Lead in review of service contracts and approvals in alignment with the finance policies
  • Manage the IT administration in Khartoum office and support IT functions in field offices when relevant, working with the IT consultant.
  • Ensure that all lease, insurance and other legal documents are in order, up-to-date, cost effective and relevant.
  • Support the development of field offices as appropriate.
  • With Regional Security Manager, review the management of the security processes as appropriate, and ensure focal point duties are fulfilled, such as checking in with travellers and participating in local security information groups

 

  1. Any other duty may be assigned to the post holder as required by the Line Manager

 

Key working relationships

  • Finance Manager; Programme Managers; London and Sudan Programme teams; Finance team; Regional Security Manager; Global Security Adviser, Saferworld HR network and HQ HR Team

 

Scope and accountability

Decision making and limits of authority

  • As per Saferworld existing authorisation matrix

Financial resources

  • N/A

Other resources

  • Shared Responsibility for premises maintenance and security
  • Responsibility for asset maintenance and IT systems

People management

  • Administration Assistant

Legal, regulatory and compliance responsibility

  • Ensure compliance to policies, procedures and practices in the organisation
  • Ensure compliance with national legislation. Where there is contradiction, seek guidance
  • Responsibility for security, health and safety

 


 
 Minimum Qualification, Skills and Experience Required:

Knowledge, qualifications and experience

  • BA degree in Business Administration or related field. Postgraduate degree in Business Administration or Management related disciplines preferred.
  • Experience in a Human Resources, Office Management or Operations Management.
  • Working experience with INGO preferred
  • Knowledge of payroll software, is an asset.

 

Skills and abilities

  • Strong written and verbal communications skills.
  • Strong interpersonal skills and adept at employee relations including conflict resolution.
  • Demonstrated ability to prioritize multiple projects simultaneously and exercise confidentiality.
  • Highly organized and self-motivated.
  • Demonstrated commitment to working with a diverse staff.

 

Personal qualities

  • Commitment to and compliance with Saferworld’s safeguarding principles
  • Commitment to respect and value equality and diversity, and understanding of how this applies to own area of work
  • Commitment to own continuing personal and professional development
  • Commitment to the vision, mission and values of Saferworld

 

Other requirements

  • The job may require prolonged periods of desk sitting and working on a computer.
  • The position is based in Khartoum, with occasional travel to field offices/project sites.

 


Application process To apply:

Download and complete an application form at http://www.saferworld.org.uk/jobs/jobs and send to jobs@saferworld.org.uk (Ref: Sudan Human Resources and Operations Coordinator)

 

Deadline for applications: 30 November 2020









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