Overview
This role supports HR and administration functions, including personnel file management, recruitment support, contract management, and general office operations.
Key Responsibilities
- Manage HR filling system (soft and hard copies), including personnel files.
- Type official letters and maintain records for HR correspondences.
- Assist in maintaining Personnel Information Management, including employee records and filing.
- Support recruitment and onboarding of local and national staff.
- Manage contracts (electronic and hard copy).
- Update and audit HR files and address HR inquiries.
- Support daily management of pay-related allowances, tax matters, and payroll deductions in consultation with Finance.
- Collect employee endorsements of policies and ensure dissemination.
- Collect time sheets for temporary staff and ensure supervisor approvals.
- Manage diaries and arrange appointments.
- Book meeting rooms and conference facilities.
- Manage general office cleanliness and needs.
- Handle fuel requests and order stationery.
- Organize travel and accommodation for staff and visitors.
- Arrange internal and external events.
- Maintain social media accounts.
- Arrange hotel accommodation for staff/visitors.
- Manage events and meetings.
- Manage staff seating arrangements and relocation.
- Manage office store and ensure cleanliness of office areas.
- Ensure availability of drinking water and manage electricity charges.
- Follow up on maintenance of premises.
- Oversee drivers, cleaners, and cooks.
- Manage payments for rented premises.
- Manage overtime payments for drivers and cleaners.
- Raise Purchase Requisitions (PRs) for admin purchases.
- Support in arranging internal and external events.
- Follow up on hotel accommodation for staff/visitors.
- Track office supplies and report to admin.
- Follow up on drinking water and electricity.
- Organize weekly tasks like garbage removal and monthly tasks like garden work.
- Conduct quality checks with supply chain for monthly office supplies.
- Assist HR Coordinator in monthly follow-up and record-keeping of staff registration with the National Social Insurance Fund and monthly payment records.
- Provide quarterly reporting updates to HR Coordinator and Sudan HR Manager.
- Ensure all staff files have relevant documents.
- File HR documents, get signatures, scan, and send to the field.
- Manage staff National Social Insurance Documentation.
- Comply with Save the Children policies (child safeguarding, code of conduct, health and safety, equal opportunities).
- Maintain confidentiality of candidate and employee records.
- Contribute to the development and review of HR and Administration procedures.
Required Experience
- Minimum one year’s experience in HR and Admin in an INGO.
- Previous experience of working in an admin and HR administrative role.
- Experience in managing HR records (paper and electronic systems).
Qualifications
University degree in Business Administration or any other Social Science.
