Job Human Resource & Administration Manager
Danish Refugee Council
Closing Date: 12 Sept 2019
Subordinates: Administration Assistant, Administration and Liaison Assistant, Cleaners, Guards.
Technical Line Supervision: Field HR/Admin Officers/Assistants
Section/Unit: Human Resource
Grade Level: National – F
Supervisor: Head of Support Services
Duty Station: Khartoum country Office with travel to field offices
Danish Refugee Council (DRC), was founded in 1956,is Denmark’s largest and one of the world’s largest independent NGOs advocating and securing sustainable solutions for refugees and displaced and their affected surroundings globally.
Overall purpose of the role: DRC is currently looking for a highly qualified professional to fill our Human Resources and Administration Manager Position in Sudan. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to provision of specialist advice on HR, Administrative matters and ensure business processes conducted effectively and efficiently across the country.
Duties and Responsibilities:
Maintain confidential, accurate and up to date records of all staff (i.e. personnel information and management systems)
Maintain an updated Staff Database for all DRC Sudan staff, including tracking contract dates, probation end dates and extensions
Ensure staff management and follow up for the DRC offices regarding staff absences, overtime, holidays, contracts, contract renewals and end of contract documents and payments, explain policies to staff and implement procedures
Responsible for ensuring that Performance Appraisals of all DRC Sudan National staff are conducted as required and copies of Darfur-based staff submitted and filed appropriately in Khartoum
Carry out review of Khartoum as well as field National staff payrolls, tax and social insurance documentation on a monthly basis for authorisation by relevant senior staff and ensure timely payment of these
Facilitate and ensure a transparent and fair recruitment procedure for Khartoum Office, in liaison with HAC. Also provide support to Area Managers during recruitment, including participating in interviews
Prepare all National staff contracts and short fixed term contract staff at Khartoum Office, with guidance and support from the senior management and maintain records of all contract-related information
Supervise Khartoum Admin Liaison assistant, HR Admin Officer & Guards and manage their schedules, leave planning and other HR needs
Manage, train and mentor team under supervision; create detailed plan to build capacity for every HR and Admin staff, including performance objectives, reviews and commitment to development.
Carry out induction of all new staff in DRC Khartoum office and offer support to Area Managers for the same
Ensure compliance with all DRC/Donor HR and Admin procedures and liaise with HoSS for support
Advise managers on issues related to HR compliance and best HR practice in the application of DRC’s terms of employment and salary scales, induction, performance appraisals, and exit processes.
Ensure that employment practices in are compliant with national labour laws.
Conduct regular visits to field offices to assess and ensure compliance with HR policy & procedures.
Business-focused Administrative Support
Support teams in field offices to ensure that basic administrative support functions are delivered effectively and efficiently.
Compensation and benefits: Work closely with HOSS to provide guidance on pay and remuneration issues for national employees, including regular salary reviews.
Responsible for staff training on the DRC Code of Conduct
Take lead to update country HR handbook with consultation of country SMT and Regional HR advisor.
Be the focal point for HQ Enterprise Resource Planning (ERP) system team for HR module for provision of information and support
Oversee administration of the Khartoum country office.
Ensure timely processing of work permits for international staff by maintaining a tracker updated on real-time.
Ensure a solid understanding of DRC’s HR manual and other administrative procedures by continuous capacity building of staff in these areas
Ensure the proper filing, storage and security of documents, including HR files, project assets, consumables etc. for Khartoum office; ensure all documents are filed according to the guidelines in Operations Handbook
Ensure good relations with the National authorities (HAC/ Labour Office etc.) & service providers are fully maintained
Monitor any changes in National laws related to DRC operations, e.g. Labour Law and advise HoSS of the same
Minimum Qualification, Skills and Experience Required:
Experience& technical competencies: (include years of experience)
At least 3 years’ experience with people management
Full professional proficiency in English and Arabic
A minimum of 5 year’s relevant senior management experience in HR management, administration, change management, and/or organizational development at senior level.
Technical skills in HR management, preferably including recruitment and selection, learning and development, performance management, compensation and benefits.
Experience working in multi-cultural work settings& INGOs.
Experience working with international INGO.
Education/qualifications: (includecertificates, licenses etc.)
Degree in the field of human resources management and other professional certificates.
Find the definition of DRC’s Core competencies here
All DRC staff should master the 5 core competencies:
Striving for excellence: you focus on reaching results while ensuring an efficient process
Collaborating: you involve relevant parties and encourage feedback.
Taking the lead: you take ownership and initiative while aiming for innovation.
Communicating: You listen and speak effectively and honestly.
Demonstrating integrity: you act in line with our vision and values
Key stakeholders: (internal and external)
Regional and HQ HR teams
HRs from similar INGO Networks
The interested candidates should submit a cover letter and their updated CV at HAC office or at the following email ID;