VACANT POSITION
HUMAN RESOURCES AND ADMINISTRATION OFFICER
Merlin (UK) an International Non-Governmental Organization specializing in the provision of health care worldwide is looking for qualified Sudanese national to fill the Position of Human Resource and Admin Officer to be based in Juba
JOB PURPOSE:
The main purpose of this role is to provide support in the implementation of human resources policies and procedures in the areas of recruitment and selection, learning and development, performance management, staff wellbeing, reward management, labour relations, human resources management information systems ()and general office administration. The role acts as the linking pin between the Juba Office, Nimule, Torit and Boma field offices on HR/Admin issues.
KEY RESPONSIBILITIES:
- Organise recruitment for all posts as requested. Ranging from placing advertisement, arranging interviews, medical check, references and drafting contracts, inductions etc in consultation with HR Manager.
- Maintain a good relationship with Ministry of Labour - GoSS, and ensure that Merlin adheres to government regulations on recruitment and labour relations.
- Organise all staff induction and exit interviews in Juba by liaising with HR Manager and the Juba based SMT and field offices to ensure that all new staff are given a proper induction and exiting staff are debriefed.
- Draft National and Regional Staff contracts and changes/amendments to terms and conditions of employment for HR Manager review and/ or signature.
- Manage, maintain and update the HR Information systems (HRMIS and leave database) by ensuring that HRMIS has 100% accuracy
- Maintain leave record of Juba staff and nationally recruited personnel, update it regularly and reconcile it with the balance
- Collect and update performance management records in the HRMIS database.
- Monitor regularly the contract status of all employees and external consultants and take appropriate action for renewal, extension, termination, etc
- Liaise with relevant departments and field offices regarding payroll preparation and provide information on new starters, leavers and changes / amendments to terms and conditions of employment.
- Prepare monthly payrolls for regional staff and Juba based National staff and process payment.
- Process all staff final payments by working with Finance in calculating their NSSIF balances, outstanding leave payments, etc.
- Support the Salary review process; liaise with field offices to secure and verify stored data before review takes place. Populate the HRMIS database with new salary information provided by HR Manager and prepare salary review letters as required.
- Provide staff with, and assist in completing insurance forms and forward them to relevant companies
- Recommend training opportunities for support staff in the fields of security, health and safety, equality and gender as well as HIV/AIDS and other relevant areas
- Provide data to the HR Manager for monthly management reports for South Sudan.
- Produce monthly medical expense claims and report to inform the field offices of their staff medical expenses, including any anomalies.
- Distribute quarterly updates on staff in each project location and the Country office to Senior Management
- Management of staff movement – into and out of Juba and into and out of Sudan
- Day to day co-ordination of flight bookings both domestic and international - this will involve checking, following up informing staff or Programme Support Officers of arrangements around bookings; making contacts with travel agents, airline offices and the Logistics department for WFP flight bookings.
- Management of systems around commercial flight and accommodation bookings and related travel arrangements (visas, tickets, travel permits, and passport registration etc), upkeep of white boards, flight logs and filing.
- Day to day co-ordination of the registration process, travel permits, visa extensions and exit visas – this will include keeping track of the status of each member of staff and informing Programme Support Officers of this..
- To ensure that staff are informed about the medical facilities in Juba and supported whenever they need assistance.
- Continually monitor to ensure all travel and work permits are renewed on time before they expire, and carry out the task of renewing the same
- Ensure that the Country Office and all Merlin SS residences are fully furnished and timely replenishment is made for broken, consumed, or worn out items – furniture, equipments, cutleries and crockery, mattresses, bed-sheets, towels and toiletries, etc
- Manage the accommodation booking of all entitled staff and visitors in the Merlin Compound residence or make alternative arrangements whenever rooms are not available in the same.
- Provide advice and assistance regarding Merlin South Sudan HR Manuals, HR Policies and Procedures to staff and managers whenever required, including answering HR related queries, in consultation with the HR Manager.
- Train, advise, and support Finance/Admin staff in field offices on how to set up HR/Admin systems.
- Coordinate and liaise with field offices in order to obtain regular HR reports, such as end of contracts, extensions, leave balances, sickness and medical reports etc.
- Advise on health and safety issues specific to Merlin South Sudan programme.
Qualification, Skills & Competencies required:
Essential:
- Secondary education + vocational training in office administration and/ or HR management
- One to two years experience in HR and Administration support role.
- Knowledge and experience in setting and maintaining office and computer systems
- Proficiency in computer application – Microsoft Word, Excel and Access
- Proficiency in English, both written and spoken.
- Good organizational skills in maintaining accurate records – both manually and on computer.
- Reliable and able to get things done.
- Good knowledge of the Sudanese Labour Law and ability to apply HR /Admin policies and procedures.
- Ability to write reports and monitor expenditure and statistics
- Excellent interpersonal communication skills
- Tenacity and patience
- Commitment to Merlin values and work
- Commitment to Merlin’s Equal Opportunities, Diversity and Gender policy
- Flexibility in approach to work, including ability to travel and operate away from base location.
Desirable:
- Knowledge of written and spoken Arabic
- Previous NGO experience is an asset
Closing date for receipt of application will be 28th February 2011. Applications should be sent to hr.officer@merlin-southsudan.
Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short-listed on a regular basis.
The Merlin South Sudan Programme is an equal opportunities employer and will not discriminate on the basis of tribe, gender, race, creed, religion, pregnancy and colour.
