Organizational Background

CARE is an international NGO with local staff and community partners in 100 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis.  These solutions have a broad range, from disaster response to food and nutrition to education and work for women and girls to healthy mothers and children. CARE puts women and girls at the center of everything we do because when they have equal access to resources, they lift their families and communities out of poverty. Our staff live where they work, which makes us effective at understanding the challenges they face

Job Summary:

The HR Officer is responsible for managing Human Resources functions at Head Office in Khartoum, which includes recruitment, staff orientation, and administration of all Human Resources matters at CIS. HRO is responsible for assisting, coordinating and implementation of the HR policies, maintaining proper HR records, and work with Program and Program Support sections to develop strategies, implement Performance management and staff development activities. The HR Officer provides necessary support, including travel, to the Sub and Field Offices as per requirement. S/he is expected to maintain effective internal and external work relationships in order to enable the HR Department to achieve its objectives as per CIS.

• Administration of Human Resources functions

a) Implementation of HR manual

b) Maintain updated leave record of all staff in Khartoum.

c) Ensure proper documentation and procedure followed for all staff transactions such as appointments, confirmation, promotion, transfer, re-assignment, separation, etc.

d) Maintain all personnel correspondence and ensure correspondence is in the interest of CIS and lawful.

e) Recommend policy changes and participate in drafting new policies when required.

f) Ensure all Offices (Sub/Field) use HR Manual and are updated on any changes in the policy.

g) Assist HR team in budget preparation.

• Staff Recruitment and Contracts

a) Coordinate recruitment process as per HR recruitment policy and procedure and communicate effectively with HAC & Labour Office to obtain recruitment approvals.

b) In consultation with HR Manager, advertise all existing vacancies both internally and externally and source from existing database.

c) Work closely with hiring managers in preparing interview schedules.

d) Prepare and send invitation letter for written test and oral interviews as per schedules to the shortlisted candidates.

e) Prepare Contract for employees in accordance with the HR policy and administer an effective system for the follow-up of contracts duration and renewals.

f) Follow-up probation periods of staff and timely confirmation/non-confirmation within stipulated period.

• Staff Orientation and Development

a) Organize and implement staff orientation sessions for the newly hired employees in Khartoum.

b) Ensure updated participant list and send invitation letters to participants for the orientation.

c) Prepare the orientation schedule in liaison with relevant managers.

d) Assist Sub/Field Offices to implement staff orientation sessions when necessary.

e) Update orientation database to ensure all new employees receive orientation.

f) Collect and Compile staff development Training Plan and budget from all projects and dept. in Khartoum at the beginning of the fiscal year.

g) Monitor implementation of Annual Training Plan and submit progress report to HR Manager on quarterly basis.

h) Coordinate with program and program support managers to develop effective strategy and plan for staff development activities.

i) Organize periodical assessment and evaluation of staff development activities.

• Staff Payroll

a)Coordinate with project and support sections to ensure all payroll entries are up-to-date.

b) Ensure proper monitoring of payroll system and review individual payroll reports with supportive documents.

c) Coordinate with Finance dept. to ensure accurate payroll functions with supportive documents.

d) Print all payroll monthly reports (Payroll summary, Bank sheet, Pay slip, benefits list, deduction list and payroll comparison) and distribute pay slip to employees in Khartoum.

e) Submit PAR status to HR Manager on monthly basis and assist to follow-up to obtain missing PAR (Personal Activity Report).

• Performance Management system

a) Coordinate with HR Manager to implement Performance Management system and ensure PM schedule is followed properly.

b) Conduct sessions on performance management and annual appraisals to update employees on the system

c) Receive annual appraisals from all projects, departments, sub/field offices and compile ratings for annual merit increment.

d) Prepare merit increment list for approval from Country Director.

e) Ensure salary adjustment is reflected properly in payroll and prepare Salary Adjustment letters and distribute to respective projects and departments.

• HR Information system

a) Operate HR database. Record and enter newly recruited employees personnel related data into the system.

b) Assign employee ID number to new employees.

c) Update data in the database on employees' personnel changes including staff promotion, transfer, separation, re-assignment and salary changes.

d) Make entry of performance rating and printout increment letters and summary list.

e) Generate monthly reports from the database as per requirement.

• Performs any other assignment as required by HR functions or Mission Management

Authority:

Directly reports to HR Manager

Directly supervises: N/A; may require to supervise HR assistant if needed.

Working Conditions:

• Based in Khartoum with occasional visits to Sub/Field Offices.

• Education: Minimum Bachelor's degree in relevant subject from reputed University, preferably with major in Human Resources
• Experience: 3 years working experience in human resources. Experience in International Organization will be given preference.
• Language: Good communication skills (written and oral) in both Arabic and English.
• Computer skills: Word processing, Spreadsheet, familiar with internet are essential.
• Others: Ability to work in a team environment; Good interpersonal skills.

Note:

Any persuasion will disqualify the candidates.

Only short-listed candidates shall be invited for the written test/ interview.

Our diversity is our strength; we encourage people from all backgrounds and experiences, particularly women to apply.