•Coordinates the preparation of staffs time sheets on monthly basis- scan and submits them for approval before the last day of each month.
•Maintains all personnel records and files: ensures all personnel records are well maintained and all necessary documents are on file.
Updates file with approved Change of status and leave applications. Opens staff file for new staff.
•Supports the SHRM manager in validating and improving the filing systems in all sites within Central Darfur or as per requested
- ensuring all required documents are on the files..
•Responsible for the preparation of staff’s time sheets on monthly basis- reviews, scans and submits them for approval before the last day of each month.
He/ She shall be responsible for conducting random spot checks to ensure staff update the time sheet on a daily basis.
•Responsible for preparation of staffs attendance sheets and circulates to all the staffs (SMOH and Contracted) at the beginning of each month and collect the sheets at the end of the month scans and sends them to Khartoum on the last day of each month.
•Follows up on staff attendance records- check all facilities and staff are filling them in on a daily basis.
•Facilitates the staff recruitment process- prepares the vacancy announcements in line with the approved FSR, secures MOL and HAC approvals. Coordinates the short listing and interviews with all parties.
•Responsible for drafting employment contracts and completion of HR recruitment checklists and paper works and presents them for site managers review, follows up on reference checks for new staff.
•Responsible for renewal of staff identification documents.
•Responsible for new NSI application and facilitating disbursement of benefits and filing of related records.
•Responsible for organizing orientation of all new personnel with all department heads.
Responsible for preparation of a briefing kit/ file to be handed over to the new staff- The file will contain of the site description, HR policy, mandatory policy documents consisting of (PSEA/TIP/Fraud and Bribery), email account opening forms, organizational charts, contact lists, interlinks for one corps and copies of key manuals. Administrative activities
•Responsible for supervision of cooks and cleaners- spot checks on the offices, warehouses and guesthouses on a weekly basis ensures premises are clean, damaged or worn out furniture, linen and cutlery are replaced on time.
•Responsible for processing / booking rooms at UNAMID/ WFP, hotel or at any of the INGOs guest houses in case IMC guest house rooms are occupied.
Responsible for debriefing all visitors and guests immediately after providing accommodation at IMC guesthouse or hotel and takes measures to address any issues or concerns raised.
•Responsible for generating procurement and maintenance requests for the office and guesthouse requirements repairs and garbage collection. •Prepares GIOs for the stationery, office / guesthouse food and supplies according to the needs.
Ensures rationalization of the consumption of these supplies. Alerts the office manager in case of high levels of consumption or irregularities.
•Responsible for making arrangements for a driver to pick up staff upon their arrival at the airport. Makes sure a room is ready for him/her, house staff is briefed and apartment is cleaned.
•Takes expats staffs to meet HAC upon the arrival.
•Ensures rooms are ready for the people coming, gives instructions to the house staff to make sure kitchen is clean, table items available, gas bottles, rooms done, food ready for the 1st meals.
.Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps