HR Admin, Policy and Practice

• Maintain personnel files for all Sudan staff including ensuring that documentation are  correct and up-to-date as per checklist.
• Draft letters, contracts and reports as appropriate (confirmation in posts, promotions, change of line management etc).
• Track probationary periods to ensure that probation objectives are set ny line managers with 2-3 weeks of the joining of new staff and remind / follow up with managers on post confirmation/ non- confirmation recommendations.
• Manage new joiners and leaver’s paperwork including preparing offer letters, contracts, taking up references, Concern ID cards, completing personal files filing system … etc.
• Facilitate medical test for new joiners and carry out the paperwork associated with Concern’s medical provision.
• Assist in organising HR and other workshops/trainings and meetings as appropriate.

Contracts and Legal Issues

• Monitor and track contract dates (Employee, Trainee) and inform Senior HR Officer and or the HR Manager of end dates and following up on renewals - none/ renewals with respective line managers.
• Assist the Senior HR Officer, and /or HR Manger in collecting information regarding disciplinary hearings/ investigations.
• Collect circulars of any changes in legislation, official holidays, from the relevant government entities (Labour office, ministry of cabinet …etc) to the Senior HR Officer and/or HR Manager in timely manner.

Recruitment and Selection

• Manage the recruitment administrative process (tracking applications, technical tests, posting the shortlisted candidates and invites to interviews etc), and arrange venues for written tests and oral interviews.
• To assist with updating the recruitment tracker by Liaising with the HR focal points in Concern field offices to obtain updates on recruitments.

Monitoring and Reporting

• Keep up-to-date spreadsheet on staff contracts, positions, locations, type of contract, start date, end date etc.
• Assist in collating of information and help in drafting HR reports (disciplines, grievances, leavers, starters, transfers, absence, etc).

Training

• Assist with the administrative arrangements for HR workshops/trainings, liaising with the Admin department to ensure that, stationaries, IT equipment’s/overhead projector and all required training materials are in place adequate time before the training start date. 

Other

• Translation of HR /Labour related documents as required.
• Ensure confidentiality of personnel files and information with access only give to authorized personnel (Area Coordinator, and HR officials).
• Actively contribute to good staff relations by listening and responding / managing staff issues.

Essential

• University degree or diploma in human resources, business administration, or other relevant field.
• Minimum of one year of related work experience.
• Fluent written and spoken Arabic and English and working experience in an INGO or UN is preferable.

Desirable

• A good understanding of human resources control systems.

• Willing to travel to all the field offices West & South Kordofan, West Darfur and Gedaref States.

• High level computer literacy (MS Office, Word, Excel).

• High level of discretion is Commitment to working in a team required due to the confidential nature of some parts of the human resources function.

Concern Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

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