Under the supervision of HR and Admin Team Leader, the HR and Admin Assistant will work on all Human Resource responsibilities, including but not limited to recruitment, staff onboarding, performance and development, assisting on payroll, health insurance, staff contracting, extensions/separations, and ensures all staff files are updated with the required documents as per the checklist.
Responsibilities:
Performing and supervising admin activities, including general administrative support, repair and maintenance, and support team management with minimal supervision.
Oversee the maintenance of office premises furniture, fixture, fittings and all equipment in a fully functioning state.
Ensure that Office stationery and equipment are maintained properly with proper record keeping in mind the value for money.
Supervise and ensure the monthly administrative bills are paid on time.
Ensuring that all travelers to/within area and base offices are assisted with appropriate permission and travel arrangements e.g., transport booking, hotel booking, etc.
Develop and maintain International Guest House Inventory and ensure that GH equipment is in track; periodically evaluate equipment and plan/recommend upgrade for future needs and the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save DRC’s resources.
Ensure all expats have received standard GH item and allotment forms. Maintained the apartment key and ensure that all occupants are in line with GH policies.
Ensure all apartments are properly clean and hygiene.
Ensure all expats are provided with quality standard equipment and maintain good accommodation standards. Carry out a monthly maintenance check for Guest House and arrange, as required for any work to be carried out.
Liaise with landlords on all DRC’s rented apartments and ensure we are in line with the contract. Negotiate and ensure DRC receives all facilities as per the agreements.
Report to line manager to remind of the renewal of lease agreements at least 3 months before the agreement expires.
Ensure new joiners receive the employee ID Card on the day of joining.
Ensure that all recruitments and processes are followed by the recruitment guidelines.
Maintain quality and confidentiality of the overall recruitment process.
Ensure reference checks as per DRC’s referencing policy and documents verification to avoid fraud before offer letters are made to the successful candidates.
Maintain proper documentation of recruitment-related files as per the checklist set.
Ensure job descriptions are in place for all roles and staff have signed and received JDs.
Assist in the process of staff discipline in line with DRC’s disciplinary and grievances policies.
Submitting staff insurance claim to insurance company and follow up for settlement.
Keep the staff and dependents database up to date.
Make sure all staff are enrolled on the insurance benefits.
Ensure staff create their P&D in system.
Coordinate the staff induction process.
Make sure staff receive the HR Welcome pack on the first day of joining and complete their mandatory training within two weeks.
Requirements:
Bachelor’s degree in human resource, Business Administration, Public Administration, or related.
At least 2 years of experience working in Recruitment, liaison, and administration.
International NGO work experience would be an advantage.
Has extensive knowledge in Sudan Labor Law and subsequent amendments.
Experience in conducting recruitment processes in a humanitarian set-up.
Experience working in multi-cultural work settings.
