HR and Administration Officer job at Danish Refugee Council (DRC)

Background

The Danish Refugee Council (DRC), one of the world’s leading NGOs, with a focus on responding to displacement, have been registered in Sudan since 2004, delivering life-saving programming in protection, emergency response, shelter, food security and livelihoods, disaster risk reduction, camp management, and humanitarian mine action. DRC has implemented projects in Central Darfur, South Kordofan, Gedaref, Port Sudan, and White Nile. Sudan hosts one of the largest displaced populations in Africa, with over 3.7 million internally displaced people and over 1.1 million refugees from South Sudan, Ethiopia, Eritrea, Central African Republic, Chad, Yemen and Syria. Against a background of political crisis, Sudan faces economic and social turmoil, with sharp increases in food and energy costs, further exacerbated by disease outbreaks and ongoing conflict.

POSITION PROFILE

Under the supervision of Support Services Team Leader, the HR and Admin Officer will work on all Human Resources and admin responsibilities, including but not limited to recruitment, staff onboarding, payroll, and health insurance. In addition, the position holder assists in contracting, extensions/separations, and ensures all staff files are updated with the required documents as per the checklist, ensures supplies of office and guest house facilities.

DUTIES & RESPONSIBILITIES

Human Resource Management

• Ensure the general HR standards & procedures defined in DRC Operations Handbook are applied and that the Gedaref Office is compliant.
• Closely work with managers to 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 through DRC established mechanisms and ensures DRC Code of Conduct is understood and always 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

National Staff Payroll

• 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 Gedaref immediately after the transfer of salary.
• Store and archive all the external correspondence with government authorities in the HR SharePoint.

Recruitment and Selection, Staff Contract

• 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.

National Staff Insurance

• 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 staff information

• 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.

Other Administrative Tasks

• 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.

SKILLS AND EXPERIENCES

• Minimum 2-3 years of experience in payroll management, recruitment, and administration.
• Excellent knowledge in income tax calculations as per tax rules.
• Good command in MS Excel and PowerPoint.
• Excellent communication skills.
• Experience working in Payroll software.

EDUCATIONAL QUALIFICATIONS

• Bachelor’s degree in human resources, Business Administration, Public Administration, or related degrees.

LANGUAGES

• Fluent in both English and Arabic

KEY STAKEHOLDERS (EXTERNAL & INTERNAL )

• Payroll service provider
• Local authorities
• People Managers
• Support Services Team

ALL EMPLOYEES ARE EXPECTED TO DEMONSTRATE DRC FIVE CORE COMPETENCIES

• Striving for excellence: You focus on achieving results while maintaining efficient processes.
• Collaborating: You engage with relevant stakeholders and encourage constructive feedback.
• Taking the lead: You take ownership of tasks and are open to innovation.
• Communicating: You are clear, concise, and respectful in your communication.
• Demonstrating integrity: You uphold and promote the highest ethical standards and DRC's Code of Conduct.

POSITION DETAILS

• Type of contract: National
• Contract Length: 12 Months
• Band: H
• Salary Range Starting from (p.m.): USD 1225.00
• Duty station: Gadaref
• Start date: As soon as possible

• Ensure the general HR standards & procedures defined in DRC Operations Handbook are applied and that the Gedaref Office is compliant.
• Closely work with managers to 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 through DRC established mechanisms and ensures DRC Code of Conduct is understood and always 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 Gedaref 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.

• Minimum 2-3 years of experience in payroll management, recruitment, and administration.
• Excellent knowledge in income tax calculations as per tax rules.
• Good command in MS Excel and PowerPoint.
• Excellent communication skills.
• Experience working in Payroll software.

• Bachelor’s degree in human resources, Business Administration, Public Administration, or related degrees.