Human Resources and Administration Team Leader (Re-advertisement)

The Danish Refugee Council (DRC), one of the world’s leading NGOs, with a focus on responding to displacement, have been registered in Sudan since 2004, delivering life-saving programming in protection, emergency response, shelter, food security and livelihoods, disaster risk reduction, camp management, and humanitarian mine action. DRC has implemented projects in Central Darfur, South Kordofan, Gedaref, Port Sudan, and White Nile. Sudan hosts one of the largest displaced populations in Africa, with over 3.7 million internally displaced people and over 1.1 million refugees from South Sudan, Ethiopia, Eritrea, Central African Republic, Chad, Yemen and Syria. Against a background of political crisis, Sudan faces economic and social turmoil, with sharp increases in food and energy costs, further exacerbated by disease outbreaks and ongoing conflict.

POSITION PROFILE

Overall purpose of the role:

The Human Resource/Administration Team Leader for Central Darfur will ensure that all area-level recruitments, payroll management, staff compensation and benefits, staff transitions, staff relations, discipline and grievances and other administrative functions are in line with DRC policies and Country Human Resources manual. S/he will proactively communicate with hiring managers, complete all recruitment in line with policies and procedures and within the set standard time by ensuring proper documentation. S/he will also supervise the administrative tasks ensuring the timely support to flight booking, transportation, accommodation, guest house management, office inventory management and distribution.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Key Jobs Responsibilities

KEY AREAS OF ACCOUNTABILITY:

Key Area 1: Recruitment and Selection

• With the guidance of HR and Admin Manager prepare recruitment plans for the area program and support functions.
• Take lead and initiate the process for manpower planning by incorporating recruitment planner, from advertising to selection, ensure right people in right place in line with DRC’s set recruitment standards.
• Ensure that all recruitments have been authorized by the CD or his/her designate along with recruitment planner, signed by both hiring manager and recruiter before the announcement/advertisement is made.
• Maintain quality and confidentiality of the overall recruitment process. Ensure reference checks as per DRC’s referencing policy and documents verification to avoid fraudulence before offer letters are made to the successful candidates.
• Maintain proper documentation of recruitment related files as per the check list set.
• Counselling hiring managers on candidate selection; recommending changes. Ensure place of posting and joining.
• Ensure the recruitment Turn Around Time (TAT) are in standard place.
• Support in reviewing and updating job descriptions, structures etc. Ensure job descriptions are in place for all roles and staff have signed and received JDs.
• Support in the process of staff discipline in line with DRC’s disciplinary and grievances policies.

Key Area 2: Compensation and Benefits

• Prepare payroll for the staff in the assigned Area and base offices and share with Country office within set deadline.
• Archiving all payroll related supporting documents for future audit.
• Updates payroll records by reviewing changes in exemptions, deductions, and job titles and department/ division transfers.
• Assist Country HR and Admin Manager by providing different HR Reports.
• Ensure staff tax/ social insurance fund are being deposited to government treasury on time. Prepare the related documents and submit to finance within agreed timeline.
• Assist Country HR and Admin manager by Identifying trends and implement new practices to engage and motivate employees
• Coordinate with the Insurance provider and ensure timely disbursement of claim. Maintain the insurance tracker.
• Help staff submitting their claim to insurance company.
• Help staff with leave management and P&D process in Dynamics.
• Follow up with managers to ensure staff take their leave regularly.

Key Area 3: Administrative Functions

• Performing and supervising Area Office activities including general administrative support, repair and maintenance, and support team management with minimal supervision.
• Ensure the Area Office and Base offices are well equipped, has sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency. Responsible for the day-to-day supervision and management of the admin team.
• Oversee the maintenance of office premises furniture, fixture, fittings and all equipment in a fully functioning state. Ensure that a good environment and hygiene is maintained throughout the Office. Ensure that Office stationery and equipment are maintained properly with proper record keeping in mind the value for money.
• Support Country HR and Admin Manager in managing the annual administrative budget including preparation and monitoring; managing cash flow forecasting and supervising the petty cash for day-to-day administrative operations.
• Supervise and ensure the monthly administrative bills are paid on time.
• Ensuring that all travelers to/within area and base offices are assisted with appropriate permission and travel arrangements e.g., transport booking, hotel booking, etc.
• Develop and maintain International Guest House Inventory and ensure that GH equipment is in track; periodically evaluate equipment and plan/recommend up-grade for future needs and the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save DRC’s resources.
• Ensure all expats have received standard GH item and allotment forms. Maintained the apartment key and ensure that all occupants are in line with GH policies. Ensure all apartments are properly clean and hygiene.
• Ensure all expats are provided with quality standard equipment and maintain good accommodation standard. Carry out a monthly maintenance check for Guest House and arrange, as required for any work to be carried out.
• Liaise with landlords on all DRC’s rented apartment and ensure we are in line with contract. negotiate and ensure DRC receives all facilities as per the agreements.
• Supervise and monitor the GH support team and ensure they are functioning as per need.
• Provide support to HR and Admin Manager for continuous development of administrative support.
• Ensure communication of the policies across the program; monitor implementation and compliance
• Ensure compliance with Quality Standards in relation to Office management, Guest House Management, travel and other general administration (facilities, rents, etc).

Key Area 4: Documentation and record keeping

• Update HR Talent Management on a regular basis for application rejection and selection and ensure rejection mail sent immediately after boarding.
• Share staff movement list, new staff list to update in payroll.
• Job advert post in Sudan jobs, DRC website and other related portals.
• Ensure to archive the recruitment documentation as per the Recruitment SOP and DRC set standard.
• Keeping the payroll sheet for audit purposes.

Key Area 5: Reporting

• Update the recruitment tracker daily basis.
• Report on the administrative inventory and supplies monthly basis.
• Develop and maintain the admin tracker to ensure on time report to Line manager.
• Any other reporting requested by line manager/ and technical manager.

SKILLS AND EXPERIENCES:

• At least 3 years of experience working in recruitment, payroll management, and administration.  
• International NGO work experience would be added an advantage.
• Has extensive knowledge in Sudan Labor Law and subsequent amendments.
• Team management experience would be added an advantage.
• Experience in conducting recruitment processes in humanitarian set up
• Experience working in multi-cultural work settings.
• Advanced proficiency in Excel as well as experience working in HRIS system.
• Excellent communication and negotiation skill.

EDUCATIONAL QUALIFICATIONS

• Bachelors/ Master’s degree in the field of Business Administration, Public Administration from reputed University with Diploma in HRM is an added advantage. 
• Technical skills in Payroll Management, Staff Benefits, Talent management, Recruitment, and Administration.

LANGUAGES  

• English (Fluent)
• Arabic (Fluent)

ALL EMPLOYEES ARE EXPECTED TO DEMONSTRATE DRC FIVE CORE COMPETENCIES

• Striving for excellence: You focus on achieving results while maintaining efficient processes.
• Collaborating: You engage with relevant stakeholders and encourage constructive feedback.
• Taking the lead: You take ownership of tasks and are open to innovation.
• Communicating: You are clear, concise, and respectful in your communication.
• Demonstrating integrity: You uphold and promote the highest ethical standards and DRC's Code of Conduct.

POSITION DETAILS

• Type of contract: National
• Contract Length: 12 months
• Band: Management Band G
• Duty station: Nertit- Central Darfur
• Start date: As soon as possible
• Closing Date for Application: 2/July/2025

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national employees. 

WHAT WE OFFER      

1. Two Bonuses (during two Eid festivals)
2. Relocation Allowance
3. National Social Insurance
4. Health Insurance benefit including family members
5. Excellent Working Environment and Opportunity for Growth
6. Various Learning and Development Platforms

APPLICATION PROCESS

1. Applications must be submitted through the mentioned link on the page by clicking on Apply Button.   
2. All applicants must send a Cover Letter along with an updated CV (we encourage CV no longer than four pages) in English.   
3. Mentioning three referees' details of your present supervisor and HR along with past employment supervisor with CV.

Note: Applications sent by email will not be considered. In addition, DRC doesn’t charge any fee for any of its recruitment process & believes in equal opportunity in employment regardless.

If you have questions, you can visit our FAQ page. 

For further information about the Danish Refugee Council, please consult our website: www.drc.ngo.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, female candidates are particularly encouraged to apply to bridge the gender gap. 

Equal Opportunities: DRC is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race,

marital status, or other protected characteristics.   

***FRAUD ALERT***

It has been brought to the attention of the Danish Refugee Council (DRC) that there have been instances of fraudulent job offers, purporting to be from DRC in Sudan. These offers reportedly concern fraudulent employment opportunities to applicants asking for money. DRC would like to stipulate that the organization never charges or accepts any money from job seekers during the recruitment process. DRC recommends that you do not respond to unsolicited offers of employment.