Overview
The HR and Admin Officer will manage all Human Resources and administrative responsibilities, including recruitment, staff onboarding, payroll, and health insurance, while ensuring compliance with DRC Operations Handbook and Sudanese labour law.
Key Responsibilities
- Ensure general HR standards and procedures are applied and the Khartoum – Omdurman Office is compliant.
- Support staff performance and development plans, including records of performance reviews.
- Prepare and update briefing/induction packages for new staff and oversee/coordinate the induction process.
- Prepare, advise, and oversee staff leaves and absences.
- Assist with the management of staff complaints and ensure DRC Code of Conduct is understood and abided by.
- Support staff development activities, including promoting the DRC Learning Catalogue.
- Support managers in staying compliant with the Sudanese labour law and State-level Labour office guidelines.
- Ensure the collection of monthly timesheets and prepare employees’ payroll on time.
- Release of the monthly pay slip.
- Follow up with Finance on the payroll transfer.
- Closely working with Country Office HR to receive the payroll data on time.
- Ensure the correct tax calculation is followed as per tax laws and policies.
- Ensure National Social Insurance and Zakat are deducted and transferred to the relevant authority in Khartoum / Omdurman immediately after the transfer of salary.
- Store and archive all the external correspondence with government authorities in the HR SharePoint.
- Assist in advertising vacancies in internal and external job portals.
- Coordinate the recruitment process for certain bands.
- Ensure the recruitment process is followed as per recruitment guidelines.
- Update the recruitment tracker in a timely manner.
- Maintain proper documentation of recruitment-related files as per the set checklist.
- Prepare job offer, contract, and contract extensions.
- Proactively follow up with managers on the contract extension/ termination.
- Proactively maintain a good relationship with all authorities involved in the recruitment process.
- Coordinate with the Health Insurance provider, share the new inclusion and exclusion list.
- Closely follow up with the insurance company for claim settlement, health cards, inclusion and exclusion.
- Follow up on the monthly invoice and submit the request to Finance for payment.
- Ensure all staff receive their insurance card immediately after their enrollment with the insurance company.
- Maintain and make available all updated staff information for easy reference in Dynamics.
- Ensure that staff files are made and stored securely.
- Follow up with HR in Area offices to ensure all staff files are archived in HR SharePoint.
- Assist the line manager with internal and external audits.
- Coordinate with HAC, Labor Office, Social Insurance, Tax and Zakat office for the official correspondence.
- Ensure all the correspondence are properly filed.
- Perform all administrative tasks according to DRC guidelines and policies.
- Ensuring and maintaining proper cleaning and hygiene in the Office and the Guesthouse premises by close follow-up with the cleaners.
- Monitoring and tracking the use of office supplies, and ensuring these are promptly replenished.
- Coordinating the repair and maintenance services in the office and guest house premises.
- Ensure monthly admin invoices are processed and submitted to Finance no later than the 6th of the following month.
- Monitoring of utilities (electricity, tank water, and drinking water) for the Guest House and Office, and refill/ top-up.
- Perform ad-hoc office tasks, including low value admin purchases and relevant market assessment.
- Support in the event management program, if any.
Required Experience
- Minimum 2-3 years of experience in payroll management, recruitment, and administration.
- Experience working in Payroll software.
Qualifications
• Bachelor’s degree in human resources, Business Administration, Public Administration, or related degrees.
