Location : Khartum, Sudan
Starting Date : April 2021
Duration of Mission : 4 months
Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 7 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe and France.
HUMANITARIAN SITUATION AND NEEDS
Over the past thirty years, Sudan has been theatre of a number of humanitarian crises, internal conflicts, including the separation of South Sudan in 2011, epidemics, economic downturns and natural disasters. The revolution of 2019 and the fall of Omar al-Bashir, brought in a sense of hope and reconciliation, setting the scene for a comprehensive peace process which could end years of violence and conflict affecting several parts of the vast country. The lifting of Sudan from the list of states sponsoring terrorisms, political reforms and willingness from the transitional government to open to the international community are all signs of hope. These significant developments have also led the Government to allow humanitarian actors to access to South Kordofan, both in areas controlled by the central government and in areas controlled by SPLM-N forces, although access to the latter remains restricted.
Despite all these positive signs, Sudan continues to face complex humanitarian crisis, political instability, a spiralling inflation, as well as fuel and food shortages. This context is coupled with climate change-related shocks, including heavy flooding and severe drought, endemics, and an influx of refugees from neighbouring countries. These factors have contributed to heightened poverty, rising malnutrition levels and food insecurity. According to UNOCHA, 9.3 million people need humanitarian assistance in 2020. More and more people are unable to meet their own needs, and this problem impacts first and foremost the most vulnerable, including refugees, internally displaced people and hard-to-reach communities. According to ACAPS, 9.6 million people are food insecure. This was a 65% increase from the same period last year, and the highest number ever recorded. In the face of galloping inflation, households are now spending more on basic necessities, neglecting other items considered of secondary importance such as education, health and drinking water. Banditry, violence and tensions increased between communities, and occasional attacks on populations push people to flee in search of safety.
In addition to an already volatile and precarious situation, the ongoing crisis in the Ethiopia, pushed over 60.000 refugees from the Tigray Region to flee into Sudan, mostly in Gedaref State but also in Blue Nile and Kassala. Even prior to the Refugees influx, Gedaref state had 22,206 targeted expected SAM cases of children under-five in 2021. Gedaref state is among the states with the highest malnutrition rates in the country. Gedaref was categorized as one of the most vulnerable states in the country, prone to natural disaster such as floods. Al Mafaza has been identified as the most vulnerable locality or district of the state. The 2020 Sudan HNO estimated that 50% of people in those areas are at risk of floods and other natural hazards and need humanitarian support. Based on the information collected though the focus groups, El Tenetba is prone to floods every rainy season, leaving large swaths of land completely under knee-high water. Even before the refugee influx, the WASH infrastructures and health care system have been struggling to provide for the most basic and life-saving services, today, those infrastructures are not in the position to cope with the additional work-load, represented by new arrivals from the Tigray region.
As part of our actions in Sudan, we are looking for a Human Resources Coordinator in Khartum.
The Human Resources Coordinator is responsible for the effective implementation of PUI’s HR strategy, policies and procedures in Sudan. He/she is responsible for the management of Human Resources for national and international staff in the mission within the framework of the national legislation, PUI guidelines and donors requirements.
TASKS AND RESPONSIBILITIES
- Human resource management (national staff): she is responsible for the administrative management of local teams, to outline and update the HR management procedures and tools, in accordance with the Sudanese labor law and PUI HR policies. (Recruitment, appraisals, training, salaries, end of contract, etc) S/he monitors any risks associated with HR management.
- Human resource management (expatriate staff): In collaboration with the HoM, S/he is responsible for the administrative management of international teams.
- Administration and legal management: s/he supervises the HR related administrative and legal records and guarantees that the status and functioning of the mission are in accordance with the legislation and requirements of the country of mission.
- Representation: s/he will represent the organization before partners, authorities and all the local actors involved, in the areas of legal issues and human resources related to the mission.
- Coordination: s/he distributes information concerning administrative, legal and human resources issues regarding the mission, both within the mission itself and to the headquarters.
- Technical support: S/he will undertake the overall responsibility of the technical leadership of all HR aspects of base Admin Managers.
1. ENSURE GOOD MANAGEMENT OF NATIONAL HUMAN RESOURCES FOR THE MISSION
HR Policies & Procedures:
- He/She is responsible for the implementation of HR policies for national human resources defined in collaboration with the Head of Mission and HQ.
- S/he draws up and updates the HR policy for procedures and tools, regarding recruitment, payroll, compensation and benefits, training, appraisal, administrative management, disciplinary issues and the management of individual career path within the organization within the framework of the country legislation, HR policies of PUI and donor requirements
- S/he ensures the implementation and the application of the HR policies and procedures, once validated by the Head of Mission and HQ, and will consequently ensure that they are known, understood and implemented by all members of the organisation and that managers have all the tools for applying them at their disposal through regular visits on the field and internal audits.
- In particular, s/he will draw up and/or update the internal regulations and will be responsible for their correct application
Administration, management and payroll:
- S/he is responsible for the optimization of HR, administration and payroll tools and procedures (contract templates, etc.)
- S/he validates recruitment requests and amendments to contracts (job description, payment, working hours, end date, etc.).
- S/he will ensure that administrative personnel files are created and will ensure that employee documents are in accordance with working for PUI in the country and donors requirements
- S/he reviews employment contracts that are drafted by the Senior HR Assistant
- S/he draws up a process and creates any possible support structures for integrating new employees.
- S/he supervises payroll operations in collaboration with the Administrative and Financial Coordinator.
Recruitment and career path management:
- S/he draws up the salary scale (fixed and variable terms), outlines the associated benefits package (compulsory or otherwise: medical cover, daily allowances, insurance, transport allowances, etc.), and ensure these are implemented, subject to validation by the Head of Mission and HQ.
- S/he will work on clear integration plans and on comprehensive capacity building plan
- S/he is responsible for the organization of recruitment (advertising, candidates, and interviews) for the admin team and may support recruitments for other departments/bases S/he supervises and participates in the recruitment of key strategic positions on the field
- S/he monitors the correct progress of assessment and appraisal procedures for all employees of the mission.
- S/he is responsible for the identification of training needs and proposes training plans based on operational priorities, budget and local opportunities
Organization of work:
- S/he draws up organizational charts, and s/he will be mindful of coherence in the composition of teams, in terms of task division and responsibilities, defining hierarchical and functional relationships, function titles, etc.
- S/he draws up a job classification and will update this as required and will monitor that the core features are strictly applied.
- S/he will take part in drawing up job descriptions and will ensure that they match the job classification.
- S/he will validate all job descriptions that are drafted on mission level from an HR perspective and is responsible for their correct classification
- S/he outlines human resource requirements within the framework of drawing up project proposals and possible amendments.
- S/he ensures the writing of the HR part in the donor reports (IPFR, etc.)
- She ensures working hours and time rules are known and respected by all
HR risks Management:
- S/he ensures that HR management rules and procedures conform to current employment law, and monitors social and legal issues, updating the rules when necessary.
- S/he defines and implements suitable working conditions particularly those concerning rules and regulations on health and safety.
- S/he monitors situations in order to anticipate and avert social conflicts and to take part in crisis management, if necessary. Conflict prevention could lead to the organization of a system of employee representation if this does not already exist.
- S/he will be attentive for any risk of the abuse of power (whether this is between local employees, or between an expatriate and local employees or any other type of abuse of power) and will report any inappropriate behaviour to the Head of Mission.
- S/he will be responsible for keeping records for all current and previous employees and update this information on paper and electronic files.
- S/he is responsible for the drafting and implementation of disciplinary procedures within the framework of PUI policies and the country’s legal constraints.
2. ENSURE ADMINISTRATIVE MANAGEMENT FOR INTERNATIONAL STAFF ON THE MISSION
- S/he will draft and regularly updated the visa guideline for expats and share it with the relevant people
- S/he will ensure the visa follow-up and communicate it with relevant partners
- S/he will advise and counsel expats regarding all visa related issues: type of visa, requests, renewals, airport formalities, etc.
- S/he will regularly liaise with relevant authorities regarding all visa requests and inquiries
- S/he ensures the creation of administrative files for international personnel, their registration with local authorities and embassies, and monitors that the documentation for these expatriates is in accordance with working for PUI in that country.
- S/he is the focal point for all issues regarding per diem and other conditions and reports any risk to the Head of mission and HQ
- S/he supports the organization of any medical repatriation or medical evacuation, working in conjunction with the local medical coordinator (if applicable) and the person in charge of medical issues at HQ.
- S/he monitors and follows up all the contracts, amendments, holidays, R&R, plane tickets,
- S/he will support the arrivals and departures for the mission (reservations, travel documents, travel, leave requests, return files, etc.) in coordination with the Head of Mission and HQ.
- S/he will brief all expatriates arriving for the mission regarding their areas of responsibility.
- S/he will be involved in drawing up the daily and monthly amounts and manage and/or delegate the allocation of daily amounts and possible advances of salary in coordination with the Administrative and Financial Coordinator.
- S/he monitors HR admin management of international human resources at mission level in link with HQ and the Head of mission (contracts, holidays, R&R, required information for payroll, family package follow up, etc.
3. ENSURE THE ADMINISTRATIVE AND LEGAL MANAGEMENT OF THE MISSION
- S/he will ensure that PUI is registered in the country and with the various state services (tax authorities, migrant workers authorities, national social security offices, government planning department, etc.), with regard to administrative procedures and current fiscal and legal obligations.
- S/he will organize the legal protection for the mission, mainly through identifying one or more local partners able to provide the necessary advice (e.g. a law firm).
- S/he will assist in drawing up contractual documents for the mission (with the authorities, partner NGOs, suppliers, insurers, the owners of vehicles and premises on lease, etc.) and in ensuring these are monitored.
- S/he will take part in monitoring the administrative and legal aspects of projects.
4. ENSURE THE CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION FOR ADMINISTRATIVE AND HR ISSUES
- S/he shall ensure that information is circulated effectively between operational bases and the coordination office.
- S/he shall edit or take part in drafting internal and external activity reports for everything involving HR, issues for the mission.
- S/he will ensure administrative coordination at mission level for regular visits to the bases, for monitoring, follow-up, training, etc.
- Internally, s/he will be the representative of PUI before any employee representation bodies, whether or not these are compulsory by law, in addition to being PUI’s representative for all personnel for any matters relating to human resources.
- Externally, s/he will represent PUI before any legal, or administrative authorities (employment inspectors, taxation authorities, social security/insurance payment collection bodies, etc.). S/he will also develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs regarding administration and human resources.
- University degree in Human Resources or a related field
- Minimum 2 years of experience in a similar position (NGOs and/or private companies)
- Good analytical and writing skills.
- Good management capacities and team leadership spirit
- Good knowledge of the MS office software including Word, Outlook. Excellent in Excel.
- Good skills in reports and contracts redaction
- Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines
- Knowledge of humanitarian actors
Skills and Personal Characteristics
- Ability to guarantee effective and timely outputs;
- Good communication skills for public presentations;
- Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload;
- Self-motivated, flexible and adaptable to the needs of the team and organization
- Strong commitment to support/develop capacity of national staff and developing second layer of leadership; pedagogical skills
- Proven management ability and inter-personal skills;
- Excellent communication and diplomacy skills to manage relationships in potentially tense situations
- Great sense of confidentiality
- Team player
- Excellent command in writing and editing documents in English
- Arabic and or French desirable
- Employed with a Fixed-Term Contract
- Monthly gross income: from 2 200 up to 2 530 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
- Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
- Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
- Housingin collective accommodation
- Daily living Expenses (« Per diem »)
- Break Policy : 5 working days at 3 and 9 months + break allowance
- Paid Leave Policy : 5 weeks of paid leave per year + return ticket every 6 months