Job Description

HR-related

• HR filling system management and updates both soft (create electronic archive) and hard copies including personnel files
• Typing official letters and keeping proper records for HR in and out correspondences
• To assist in keeping central Personnel Information Management such as employees’ records keeping/filing, etc
• Supports the recruitment and onboarding of all long-term local and national staff.
• Responsible contract Management electronic and hard copy
• Continually updates and audits HR files; addresses all HR inquiries emerging from office personnel.
• In consultation with the Finance department, it supports the daily management of all mandated and supplemental pay-related allowances, tax matters, and other payroll and HR deduction matters
• Directs and collects employee endorsement of all applicable policies, manuals, and other informational resources; ensures wide understanding and dissemination of HR policy across program staff.
• Collect time sheets every month for Temporary staff , ensuring all supervisor approvals are received promptly.

Administration

• Diary management and arranging appointments, booking meeting rooms and conference facilities
• General office management such as cleanness, office needs Fuel requests and ordering stationery
• Organizing travel and accommodation for staff and customers
• Arranging both internal and external events
• Possibly maintaining the company's social media accounts
• Management. Arrange Hotel accommodation for staff/visitors.
• Managing Events and meetings in coordination with the requested departments
• Management of Staff seating arrangement and relocation inside the office.
• Mange Office Store management and
• Responsible for ensuring inside and outside office area quality of Cleanness.
• Availing Drinking water and Electricity charges on all SCI premises
• Follow up on all the maintenance of SCI premises
• Responsible for Drivers, cleaners, and cookers,
• Responsible for Payments of SCI field rented premises
• Managing Overtime payments for drivers and cleaners
• Raising PRs for all Admin purchases
• Diary management and arranging appointments, booking meeting rooms and conference facilities
• General office management such cleanness, office needs
• Support in Arranging both internal and external events.
• Follow up After the Hotel accommodation for staff/visitors is arranged and do the checkups .
• Managing Events and meetings in coordination with the requested departments
• Responsible for ensuring inside and outside office area quality of Cleanness
• Truck the office supplies and report them to the admin
• Follow up the truck of Drinking water and Electricity.
• Managing Events and meetings in coordination with the requested departments
• Organize the weekly task like garbage Monthly tasks like garden Work
• Do the quality check with the supply chain for the monthly office supplies
• Assist HR Coordinator in keeping monthly follow up and keeping records of SC staff registration with the National Social Insurance Fund and the monthly payment records in all offices and quarterly reporting updates to the HR Coordinator
• all offices and keeping proper records and quarterly reporting updates to the rest of the Sudan HR Manager.
• Ensuring all staff files have all relevant documents.
• Filing of HR documents, Sign document from HPI & another department, scanned and send it to the field and document it.

Staff National Social Insurance

Documentation

General

• Comply with Save the Children policies and practices concerning child safeguarding, code of conduct, health and safety, equal opportunities, and other relevant policies and procedures.
• 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 review of HR and Administration procedures, guidelines, and business processes, to ensure that everything we do is efficient, cost-effective, and legally compliant.

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

QUALIFICATIONS AND EXPERIENCE

• University degree in Business Administration or any other Social Science
• Minimum one years’ experience in HR and Admin in INGO
• Interpersonal & Communications.
• Knowledge of Sudan government requirements for INGO operations.
• Excellent computer skills and excellent English language skills (reading and writing).
• Previous experience of working in admin and HR administrative role
• First-rate organizational skills with a strong eye for detail and the ability to prioritize effectively whilst working to tight deadlines.
• Good attention to detail
• Excellent skills in 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