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HR and  Administration Officer
VSF Germany
 Gross Salary: 900 - 1200 USD subjected to all statutory deductions
 Supervisor: Operation Manager
 No. of Post: 1
 Duty Station: Khartoum with frequent travel VSFG operational other states
 Duration: One year subject to renewal based on performance and Fund availability
 Closing Date: 30 March 2023


Vétérinaires Sans Frontières - Germany (VSF Germany) is a non-governmental, non-profit making international Organization, engaged in the field of veterinary relief and development work providing humanitarian aid and development assistance to pastoralists and vulnerable communities in areas where livestock is of importance. With support in animal health, agriculture, marketing, and food safety, VSFG works towards food security and strengthened livelihoods of pastoralist communities. VSF Germany implements activities in Ethiopia, Sudan, South Sudan, Kenya, and Somalia. VSF Germany is registered and licensed in Sudan by Humanitarian Aid commission (HAC) since 2010 and renewed its license every year. 

VSF Germany seeks to recruit a qualified candidate to fill the following position according to its job description and specifications required. Women are highly encouraged to apply. 

Position:            HR and  Administration Officer 
Report to:          Operation Manager
Location:           Khartoum with frequent travel VSFG operational other states 
Duration:           One year subject to renewal based on performance and Fund availability 
Gross Salary:   900 - 1200  USD subjected to all statutory deductions

 Duties and responsibilities:

HR Roles 

  • Manage all staff data including information on contracts and other related data, support the operation Manager in administering staff, Recruitment & selection process, Orientation and performance management.
  • Receive the recruitment requisition, prepare appropriate vacancy for both internal and external announcement (Advertising) and ensure timely placement of the vacancy announcement in the newspapers
  • Help in coordination of the recruitment process as per HR recruitment policy and procedures and communicate effectively with HAC & Labor office to obtain recruitment approval, arrangement and job’s schedule.
  • Operate HR database, records and enters newly recruited employee’s personnel related data into the system.
  • Assist in Preparing contracts for employees in accordance with HR policy and administer an effective system for the follow up of the contracts duration and renewals
  • Follow up the probation periods of staff and timely confirmation/non-confirmation and renewals.
  • Organize and implement staff orientation sessions for the newly hired employees.
  • Ensure and develop proper documentation and filling system
  • Supervise communicate and follow up and receive the annual appraisals from all projects, and departments and arrange for the timing of the annual appraisal.
  • Manage all documentation related to the administration of staff contracts, benefits and maintain adequate records of all correspondence
  • Drafting and Prepare offer letters and contracts for new employees
  • Maintain a database and monitor expiry dates of all staff contracts and renew as and when necessary.
  • Provide employee numbers and open individual files for new employees;
  • Monitor an attendance system of staff absence and leave and ensure the filing of appropriate documentation,
  • Prepare leave roster and monitor submission of leave annual forms to VSFG staff and other sub-office staff.
  • Monitor staff attendance and prepare monthly reports and submit to operation manager
  • Manages and prepares data for Monthly, Weekly and ad hoc reports to the operation manager 
  • Assist the operation manager with the Manpower plan for the country office.
  • Compile and assist with the shortlist of the candidates and invite short listed candidates for interviews.
  • Ensure timely submission of recruitment information to the operation Manager.
  • Assist in preparation of the monthly staff time sheet, payroll, pay slip and other adjustment to payroll accordingly and share with Finance.
  • Ensure the implementation of identified staff training, development activities and Process staff development request


Administration Roles 

  • Operate and insure day to day administrative work of the VSF Germany & ensure the office premises and buildings are kept neat and clean and maintained at all times
  • Advise the operation manager on all matters relating to security and keep abreast of security development in the main office and on the field offices.
  • Liaise with HAC Federal for the following up of all types of visa and travel permits of expat staff and international visitors.
  • Liaise & Follow up with HAC Federal all correspondence related to technical agreements, Biannual and annual reports and any other related correspondences 
  • Supervise the IT supports to the departments as requested 
  • Provide timely payment of monthly Bills, rents and other Dues.
  • Prepare on yearly base, the import list of the all items required per/project and follow up the approval of the request with HAC Federal and related Ministries.
  • Follow up all requests of custom exemptions with HAC Federal, Ministry of Finance and custom authority.
  • Maintains lease agreements files and monitors contract’s expiry dates.
  • Maintaining the office maintenance and office repair including the supervision of the cleaners and Security Guards
  • Carry out and reporting necessary repair and maintenance of office premises and inside office building, electrical machine, printers, photocopiers, etc

 Minimum Qualification, Skills and Experience Required:

  • The preferred candidate should possess a Bachelor degree in Human Resource, Public Administration, Business Administration, or any related field. Master degree is preferable
  • A Minimum of 2 years’ experience in Human Resource & administration. preferably in non-governmental organizations
  • Excellent oral and written communication skills in English & Arabic; excellent demonstrated interpersonal, analytical, and negotiation skills.
  • Excellent in task organization and using of computerized HR software.
  • Ability to work independently be a self-starter, and energetically approach tasks assigned.

  • Clearly state your contact address and more than one telephone numbers
  • Only short listed will be contacted
  • Closing date is Thursday 30th of March 2023 
  • Applicants are requested to submit applications and CVs and non-returnable photocopies of certificates to be addressed to: Labor office, Humanitarian Aid Commission (HAC), Eastern end of Gamhoriya Street & through online via: https://www.sudanjob.net 
  • Women are highly encouraged to apply for this position

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