- Job closed -

HR Coordinator
Save the Children International



 Grade Level: 4 median
 Supervisor: Senior Human resource Manager
 Duty Station: Greater Kurdofan Abujaibiha
 Duration: Fixed term
 Closing Date: 15 Oct 2021



Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.



The HR Coordinator will provide support to the HR senior Manager Human resources in ensuring Quality and timely HR/administration and delivery of Greater Kurdufan offices payrolls, Tax and benefits, HR Systems (Oracle and timesheets) and staff medical.

 Duties and responsibilities:


  • Ensure the implementation of HR systems, policies, procedures and guidelines as required by Save the Children including Oracle, ER and any other HR developed system to ensure sustainability and continuity of systems.
  • Maintain confidentiality in respect of all candidates and employees' records whether manually or computer maintained and ensure that all records are kept securely. 
  • Proactively contribute to the development and support on review of SC Sudan benefits and compensations.


Oracle HR system & LMS:

  • Ensure the implementation of HR systems, policies, procedures and guidelines as required by Save the Children including Oracle, ER and any other HR developed system to ensure sustainability and continuity of systems.
  • Ensure high data quality of Country Office in Oracle system.
  • Co-Manager LMS at state level.


All Sudan Staff payroll administrator:

  • Work closely with the Senior HR Manager and finance Manager on the national staff payroll processing.
  • Review authorized overtime sheets.
  • Review and update staff lists to ensure all staff are included in payroll.  Share the updated staff list with Senior Area Manager, HR Manager and CO HR upon request including leavers, new hired and absentees.
  • Review the payroll drafts from relevant field offices to confirm accuracy.
  • Share monthly Pay Slips with field offices for sharing with staff in their locations.
  • Review and compile the entire GK payroll.


Staff Medical Insurance Responsible (Contract Management):

  • Ensure staff medical insurance registration and follow up staff issues and prepare staff medical , IDs and refunds.
  • Act as  FP for GK staff with medical company .
  • Follow staff medical insurance registration completion and keep high confidential records for active contracted staff and their dependants.
  • Follow insurance of staff medical insurance ID cards and make sure all staff and dependent have received ID card in time.
  • Update all staff on medical networks and ensure activation of the medical networks at all operating offices.
  • Report to S HR Manager on staff medical insurance issues and concerns.


All Staff Leaves Control sheet and Annual leave reconciliation:

  • Staff annual leave follow up and tracking system
  • Maintaining an updated leave tracker and monthly report.


HR Reports:

  • Provide timey HR reports and analysis.
  • Support S HR Manager and CO HR  in submitting reports
  • Provide data on staff work load, staff working on how many projects


Benefits & Compensation:

  • Support S HR Manager and CO HR in salary review & updating HR matrix
  • Provide recommendation on benefits review.
  • Follow up food basket & inflation rate.



Effort Reporting Administration

  • Responsible for monitoring GK Staff timesheet completion.
  • Ensure timesheet submission In the final days of the month,
  • Work closely with CO HR   to ensure the ORACLE system is as up-to-date and as accurate as possible and it is important that this practice continue to ensure level of completion and accuracy of records in ORACLE. 
  • Follow closely with line managers to ensure that their direct reports and new hired staff are trained in how to use the effort reporting system and complete their timesheets on a regular basis using the correct codes.
  • Follow with line managers for approving the timesheets of the staff on the 1st working day of the following month, and being available to approve any resubmitted timesheets by the 3rd working day of the following month. 
  • Follow with Proxy users to ensure filling in timesheets in due time.


Child Safeguarding recruitment focus follow up duties

  • Recruitment focus : coordinate Safe recruitment pack to all field offices which include a checklist to ensure recruitment within SCI is safe , review JDs with CSG level, Child Safeguarding interview questions databank and CSG policy shared to shortlisted candidates prior to written test and interviews.
  • Ensure all selected candidates to SC employment opportunities are not potential child abusers and they have considerable level of knowledge on Child Safeguarding.
  • All the country offices staff know the Child Safeguarding policy, Standards and procedures and compliant to it.



  • The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.



 Minimum Qualification, Skills and Experience Required:




  • Previous experience of working in a HR administrative role, including learning & development, staff wellbeing programs and HR online systems management.
  • First-rate organisational skills with a strong eye for detail and the ability to prioritise effectively whilst working to tight deadlines.
  • Experience of working in remote field bases with limited infrastructure
  • Good attention to detail
  • Strong customer orientation and ability to work collaboratively with HR colleagues Excellent interpersonal and communication skills
  • Excellent skills on Microsoft Excel/Word. 
  • Experience in managing HR records i.e. for both paper and electronic systems
  • Good verbal/written communication skills, a clear understanding and awareness of HR processes including the importance of confidentiality.
  • Understanding staff care for humanitarian staff, in particular approaches to welfare, stress, R&R and debriefing
  • Good facilitation skills and ability to deliver induction briefing/training
  • Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams
  • Experience of a range of assessment techniques (including assessment centres)


Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.


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