HR & Administrative Support

• Prepare and update staff personal files, contracts, and HR database in compliance with labour laws and MSF regulations.
• Support the drafting and renewal of employment contracts, including amendments when required.
• Ensure timely and accurate payroll preparation and issuance of monthly pay slips.
• Prepare end-of-contract documentation (final payslip, work certificate).
• Ensure HR administrative information is communicated to staff (e.g. updates, policies, meetings).
• Assist in managing daily workers and incentive payments for MoH-staff in accordance with MSF procedures and local labour law.
• Track and follow up on contract expiry dates (e.g. rental agreements, staff contracts) and flag in advance to line manager.

Visa, Travel permit & Legal Documentation :

• Coordinate with State HAC and Coordination for travel permit applications for all incoming/outgoing MSF staff to/from Khartoum.
• Ensure that all required legal documents (residency, visa renewals, work/stay permits) are applied for and received on time in collaboration with coordination in Port Sudan. 
• Maintain up-to-date records of staff documentation and relevant legal processes, and ensure filing is complete and accessible.
• Monitor legal/regulatory updates affecting staff permits and inform relevant teams.

Finance & Accounting :

• Assist with cash management and treasury planning, ensuring availability of funds for daily needs.
• Prepare and process and send to coordination supplier payments with proper supporting documentation.
• Support daily accounting tasks: classify, enter, and file accounting records in the financial system (FCC).
• Ensure all expenses are properly documented and aligned with MSF standards and local compliance requirements.
• Maintain professional communication and relationships with relevant government offices, including HAC, MoH, and others.
• Record and process daily worker payments in line with MSF and Sudanese labour law.
• Ensure confidentiality and data protection in handling staff information.
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request. 

Education

• Essential: Secondary school certificate.
• Desirable: Diploma in Administration, Human Resources, Finance, or related field.

Experience

• Essential: At least 1 year in administrative or support roles (e.g., HR Assistant, Customs Officer, Secretary).
• Desirable: Previous experience with MSF or other NGOs.

Languages

• Essential: Fluency in Arabic and English (spoken and written).

Technical Skills

• Essential: Proficiency in Microsoft 365 (Word, Excel, Outlook), SharePoint, and internet use.
• Desirable: Familiarity with HR or finance software systems.

Core Competencies 

• Teamwork and collaboration
• Adaptability and flexibility
• Stress management
• Results orientation
• Integrity and commitment to MSF values
• Good interpersonal and communication skills

Interested candidates are requested to submit their application to the Khartoum State, HAC Office in Omdurman, Althawra, Square no 8, in a sealed envelope mentioning (MSF Spain – application for ADMIN ASSISTANT)

Applications must be submitted in English Language including:

• Complete CV in English and copies of all certificates and Diplomas (Experience & Training Certificates and Education certificates) (including Motivation letter).
• Sudanese National ID/Passport.

Test and interview will be carried out in English.

Only short-listed candidates will be contacted.

Administrative conditions:

• This job profile can be adapted and/or changed according to the evolution of the activities, evolution of the Mission. and the program needs.
• The general conditions are detailed in the staff regulations, work contract and health policy.

Confidentiality is the basis for a trustful relationship between patient and health staff. It concerns the provision of privacy as well as the handling of individual personal/ medical information according to medical ethics.

Confidentiality is required and demanded at any time, violation of this will result in immediate admin­istrative action!

YOU ARE PART OF MEDECINS SANS FRONTIERES:

You are expected to treat all the persons you get involved with (beneficiaries, soldiers, villagers, etc... respectfully without regard of their political or ethnical background. Do not speak about your political opinions and take the time to explain to as many people as possible about MSF mission and about our work in Sudan.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association.

Each individual working with MSF does it out of conviction and is ready to uphold the values and

principles of MSF.

MSF OCBA is a people-focused humanitarian organization that offers a diverse, collaborative, & inclusive work environment. We believe this approach enhances our work & we are committed to equity in employment. We embrace diverse backgrounds of people working together to exhibit their passion in action for the social mission of MSF.

All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.

We thank you for the interest to work with MSF and for applying for this position.