Human Resource Manager
GIZ
Total years of experience :16 years, 0 Months
• A central contact for management and staff for all HR questions, specifically recruitment and selection, contract issues and professional development measures.
• Review and implementing HR procedures as required, specifically operational and administrative tasks.
• Implementation personnel policies in line with local conditions and maintains contact with the National Personnel Team at Head Office in Eschbon. * Acts independently and integrates others who have been assigned HR tasks.
• Advising the management on basic and advance HR policy issues.
• Assists in conceptual and coordination tasks in HR management.
• Facilitate recruiting (identifies existing GIZ HR resources in the country and/or region, writes job advertisements and ensures publication in appropriate print and/or online media).
• Support Tecnical staff and Management on shortlisting incoming applications based on requirements or hiring criteria, gets references.
• Assists in organising the selection process (e.g. interviews).
• Notify unsuccessful applicants, documents the selection process, archives the documentation and enters the data in existing HRM systems .
• In consultation with the Head of Finance & Administration draws up the appropriate contract based on national labour law and the material and formal conditions (limited/unlimited employment contract, distinction from appraiser contract, internship etc.).
• Take lead of all other organisational and administrative processing stages, e.g. monthly update of entries in SAP HR application for national personnel.
• In consultation with the Head of Finace and Administration, updates information on employment conditions for national personnel (compensation system, salary groups, model job descriptions, labour law etc.).
• Is involved in HRM for national personnel.
• Formulating and updating a wide range of HR information materials (for new staff or for the employment manual).
• Developing HR procedures and instruments.
• Assists in organising the evaluation process (information on schedule for the staff assessment and development talks, filing forms, monitoring documentation on qualification requirements and professional development etc.).
• Assists with training materials (including producing materials or planning rooms for induction events for new staff).
• Performs other duties and tasks at the request of management.
▪ Advises and Leads on HR development policies, practices, system and communication across all functions in the organization
▪ Responsible for longer-term organizational HR development across all program areas and provide training on HR related issues as required.
▪ Manage all aspects of HR and ensure that there are compliance with Sudan Labour Laws and Concern policies and procedures.
▪ Advise HR officers/focal persons and senior managers and lead as appropriate on HR related matters including staff relations, disciplines and grievances, drafting job descriptions, staff consultation, training, mediation etc.
▪ Coordinate and advise managers on staff training and human resources development planning including PDR’s, and ensure PDR systems functions and well recorded.
▪ Focal person with Concern lawyer on all legal issues that have to do with the Organization.
▪ Coordinate and ensure adherence to Concern P4CoC and strengthen accountability across the program areas
▪ Developing a strategy for strengthening internal equality consistent with Concern global policy
▪ As required, work with project partners advising them on how to develop their HR capacity.
▪ Represent Concern in all HR related meetings both with national and international HR entities.
▪ Advise on Organizational restructuring whenever deemed necessary.
▪ Update area and organization Organ gram regularly.
▪ Conduct exit interviews to identify reasons for employee termination.
▪ Work with emergency response teams on establishing TOR’s JD’s and rosters as required.
▪ Actively engage in implementing the Concern accountability commitments and security management plans through conducting HR related actions.
▪ Facilitate Concern HR strategies of staff capacity building such as Path way program, Trainee programs for both national and internationals.
Khartoum based reporting to The Meyas Sand GM, Moawia Mohameday and coordinating operational activities with the SMT and a member of it.
Human Resources
• Advise the General Manager and ORCA Gold senior management on all aspects of human resources.
• Provide job candidates by screening, interviewing, and testing applicants; notifying existing staff of internal opportunities; maintaining personnel records; obtaining temporary staff from agencies.
• Maintains human resources records by recording new hires, transfers, terminations, changes in job classifications, merit increases; tracking holiday, sickness, and personal time.
• Orients new employees by providing orientation information and induction training.
• Documents human resources actions by completing forms, reports, logs, and records.
• Development of staff job descriptions.
• Work on the payroll with the payroll administrator.
Primary aims:
o Ensure full compliance with Sudanese labor laws.
o Maintain relationship with Labor Ministry.
Administration:
• Day to day office administration duties as directed by the GM.
• Meet and greet visitors to the office.
• Booking appointments, meetings and conferences as required.
• Maintain a log and expiry record of expatriate staff travel permits and visas.
• Control of office supplies and general consumables.
• Monitor and maintain office equipment.
• Supervision of contracted services - cleaners and catering.
• Management of staff expatriate accommodation in line with staff travel movements.
• Weekly office and house food shop.
• Co-ordination of staff airport pick-up and drop off procedure.
• VIP meet and greet airport service.
Primary aims:
o Ensure the running of an effective and efficient office.
JOB SUMMARY
The Administrative & Human Resources senior officer provides support services to the organisation’s programs in Nyala and the field sites within South Darfur, oversees Administrative & HR procedures and processes for Nyala and the field stations in South Darfur. This position will report directly to the Head of Field Missions and will receive technical support and guidance from the HR & Administrative Manager based in Khartoum.
DUTIES & RESPONSIBILITIES
Human Resources
• Makes sure that ARC complies fully with Sudanese Labor law and other work related procedures;
• Assist Program managers and Supervisors on Employment issues in Nyala and other field sites, and providing
a comprehensive orientation scheme for the newly recruited staff.
• Supervise the Administrative Assistant to ensure that all employees files are well maintained, all required forms are filled and that employees receive all necessary employment documents.
• Assist in the resolution of operating problems and personnel issues by serving as a liaison to staff, including supervisors, concerning inquiries or complaints requiring interpretation of departmental policies and procedures / National labor act; and referring as appropriate.
• Periodically take lead in coordination with the Khartoum based HR & Administrative Manager, and coordinate the performance review process for all ARC personnel in Nyala and other field sites and provide recommendations accordingly.
• Provide backup to the supervisors and employees in matters related to employee relations and disciplinary actions.
• Provide assistance and guidance to departments regarding disciplinary actions and legal termination procedures.
• Draft reports and letters regarding disciplinary action and confer with the HR & Administrative Manager in Khartoum to provide guidance on complex legal issues.
• Work closely with departmental heads to ensure proper reporting hierarchy and utilization of staff.
• Initiate and/or conduct investigations relative to complaints of harassment. Ensure that all incidents are recorded, investigated and action is taken.
• Conduct training sessions and orientation on codes of conduct and policies whenever necessary.
• Exercise confidentiality and discretion with the areas of assignment.
• Assist senior management in writing funding proposals and provide input on HR projection.
Payroll Administration
• Prepare monthly payroll for Darfur staff and work closely with Finance to ensure timely and accurate payment for employees.
• Ensure the execution of all policies and procedures pertaining to payroll administration and processing.
• Prepare payroll adjustments, including late payments, over payments recovery, salary advances and special requests and payroll expenditure adjustments according to the approved pay schedule for employees paid from private grant gift funds or seconded by the government.
• Maintain knowledge of all relevant Taxation and National Social Insurance regulations, prepare income tax and social insurance deductions and ensure that all amounts are paid on time and receipts are obtained.
Liaisons and public relations
• Supporting the program management to meet to meet its recruitment needs and career management goals by liaising with HAC and the Ministry of Labor regarding HR issues.
• Liaise with HAC and other local and governmental bodies to resolve outstanding issues.
• Respond to requests for information from state officials and ministries according to instructions.
• Ensuring that all administrative and HR policies are in place, clear to all staff and adhered to.
• Provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in
person and keep staff and supervisors informed of procedures status.
• All other related tasks assigned by Management.
• Maintains cash follow and prepare necessary process internally externally with partners
• Coordinated and supervised the cost accounting and payroll departments
• Designed and maintained database to track financial resource usage
• Consistently produced results beyond expectations of supervisors
• Consistently achieved projected profit objectives
• Confirmed and analyzed dividends, interest rates, and maturity dates
• Controlled budgeting, financial reporting, inventory cost, cash management, business plan development, financial analysis, and capital expenditures
Generally responsible for:
• Collaborate with and assist the Field Coordinator to effectively discharge with the duties and responsibilities of the human resource unit.
• Personnel management and personnel record keeping.
Specifically:
1- Payroll:
• Responsible for the preparation of payroll for Kuttum based staff and ensured that pay roll is prepared and submitted to finance in time.
• Keep data base of payroll for IRC Kttum and liaise with field HR/finance responsible for payroll.
• Advise and update the Field Coordinator on regular base.
• Regularly maintain and update national staff salary scale.
• Track the payment of consultants, volunteers, and causal labor and keep monthly record of these payments.
2- Personnel:
• Responsible for the recruitment of the national staff, ensured that all recruitment policies are followed
• Keep an accurate and up to date record of all opened positions, follow up and coordinate with recruiting managers and ensures that HR is involved in all recruitment process.
• Supervise follow up with Kutum / El Fasher/ and the GOS Labor Office / HAC on all national staff recruitment.
• Maintain complete and accurate personnel files under Lock& Key.
• Ensure that all staff has identity cards.
• Keep up to date data base of all national staff working for IRC Kuttum program with relevant information of each employee.
• Report monthly on the number of national staff to Field Coordinator.
• Recording and facilitating social insurance payments to staff.
• Collecting and verifying monthly time sheet to facilitate salary payments for national staff.
• Preparing monthly overtime sheets for payment to overtime staff.
• Planning to ensure the security, health and personal safety of both staff and premises.
• Help to design, review and implement national staff policy and procedures.
• Ensure fair and consistent application of both national and expatriate staff policies and procedures.
• Prepare, track and control national staff benefits, over time, medical care assistance, transport and cash requests handled by human resource unit.
• Track and timely pay telephone bills mobiles, Satellites and residents.
• Manage with Logistics the Stationary.
• Budget tracking depending on spending plan.
• Identify and facilitate external training opportunities for national staff as required.
• Facilitate ongoing in-house training in compliance with contracts and guidelines.
• Facilitate Monthly meeting for national staff, take minutes and report to the Field Coordinator and provide feedback on topics and issues relevant to the department.
• Take minutes of the weekly meeting and delivered to the sectors.
• HR focal point for Kuttum Field Office.
• Translate from English to Arabic and from Arabic to English as required.
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• Follow any new procedures and guidelines designated in circulars from Field Coordinator and Logistics Manager
• Attend weekly logistics meeting.
• Perform other duties, as needed or requested.
• Ensure that all procurement and logistics files are well maintained.
5. Finance/ Budgeting:
a. Assist Finance with the development of new budgets through the timely provision of
Transport, program supplies (procurement), capital equipment, licensing, fuel / spares and other logistics costs.
b. Monitor invoices and approve payment request vouchers, as per finance procedures.
c. Verify and approve purchase requests and order, as per finance procedures.
d. Settle all advances with Finance at least once a week.
e. Be aware of finance procedures and audit requirements.
6. Coordination:
Coordinate and work closely with all IRC Department in El Fashir & Kutum
Have good communication with all authorized staff.
MBA in HR generalist with focusing ( Performance management , Staff development , Recruitment & selection , Salaries and compensation , staff well being).
Bachelor degree in business administration general with focus in ( Personnel management , marketing , financial accounting , statistics , cost accounting , administrative accounting , financial analysis, procurement)