Introduction
Danish Demining Group (DDG) is an international NGO and a part of the Danish Refugee Council. DDG has been operating in South Sudan since 2006 in the sectors of Humanitarian Mine Action and Armed Violence Reduction. We currently have offices in Juba and Torit and employ approximately 100 national staff and 7 international staff.
Purpose of the HR Liaison officer role
The HR Officer role is pivotal in supporting the smooth running of DDG’s programmes. The incumbent shall take the lead in all matters of human resource administration under the management of the Admin & Finance Manager.
The specific HR tasks that must be performed are outline below:
· Advise the Finance Officer of any adjustments to the monthly payroll of any details of new staff, annual increments due, staff leavers, unpaid absences etc.
· Be completely familiar with, and able to answer queries on, all aspects of the T & C of service, discipline and grievance procedures and the Danish Refugee Council’s Operations Handbook
· Issue new staff ID cards for the same time period as contracts
· Maintain the staff contracts database in Access
· Ensure all absences of staff are recorded on a daily basis
· Maintain HR filing system, ensuring all paperwork is up to date
· Collect and check all staff timesheets to ensure they are complete, signed and correct. File by month.
· Issue all new contracts of employment on the instructions of the Programme Manager (PM)
· Answer queries relating to staff salaries
· Advise the PM in advance on the expiry of contracts
· Work with the A & F manager to produce a checklist of contents for the Personnel files
· Work with the A & F Manager to review the staff salary scales
· Work with the A & F Manager to update the staff T & C of service
RECRUITMENT
· Ensure approvals from the PM to recruit and appoint new staff are on file
· To ensure that all staff vacancies are advertised as widely as possible, once the job description has been agreed.
· Ensure the safe reception and registration of all job applications
· Work with the A & F Manager and the PM to ensure open and transparent short listing procedures are documented and filed.
· To contact short-listed candidates to arrange interviews
· Ensure there is an agreed list of questions for interviews and that the grading sheets reflects the job descriptions
· Facilitate all aspects of the interviews – venue, refreshments, anything required for a test, etc.
· Ensure that appropriate written references for all candidates are received and filed
· To provide all interviewed candidates with feedback once the recruitment decisions have been made.
OTHER
· To provide the A & F manager with a work plan for the following week by 16.00 each Friday
· Ensure that staff insurance claims of national staff are followed up in a timely manner
· Ensure the insurance for national staff is updated whenever there is a change in staff numbers and insurance categories.
· Notify management about public holidays that are not on the office schedule
· Work with managers to bring in personal appraisals of performance for all staff
· Work with managers to create staff development plans
· Make international travel bookings in line with requests and ensuring that DDG policies for home leave and R and R are met
· Act as Code of Conduct focal point for admin and logistics staff.
· Any other tasks, as requested by management
Person Specification:
Essential requirements
Ø Tertiary education to Diploma or Degree level
Ø At least 3 years’ experience in a similar HR administration role
Ø Must have a thorough understanding of employment laws and regulations applicable to Southern Sudan
Ø Flexible and approachable
Ø Must be proactive and able to work on own initiative with minimal supervision
Ø Must be accurate and attentive to detail
Ø Able to preserve the confidentiality of information about personnel
Ø Proficient in the use of Microsoft Outlook, Access, Excel and Word
Ø Fluent in written and spoken English and have good knowledge of Arabic
Ø Must be a team player
Ø Dedicated to personal development within the goals of the organization
Ø Fast learner who can apply new skills across a range of different scenarios
Ø Strong communication skills (written and verbal)
Ø Must be a Sudanese national
Ø Willing to travel to field locations throughout Southern Sudan
Desirable requirements:
Ø Professional qualification in HR administration
Ø Previous experience with another international NGO
Ø Professional knowledge of other support functions e.g. Finance
APPLICATION PROCEDURE
Suitably-qualified applicants are invited to submit a CV and covering letter to the following email address by midday on Saturday 24 July 2010: DDGjobsSudan@hotmail.co.uk
Names and contact details of 3 professional referees should be provided.
Only short-listed applicants will be invited for interviews which are expected to take place on 27th and 28th July 2010. Note: Hand-delivered applications will not be accepted for this post. Apply only by email.
