Save the Children

Global independent charity improving children's lives

Human Resources and Admin Assistant

HR Operations & CoordinationConfirmed live in the last 24 hours

Full-timeSudanNo salary listedIn-person

About the Job

Requirements

A university degree in Business Administration or another Social Science is required.
At least one year of experience in Human Resources and Administration in an international nongovernmental organization is required.
Knowledge of Sudan government requirements for international nongovernmental organization operations is required.
Excellent computer skills and excellent English reading and writing skills are required.
Previous experience in an administrative and Human Resources administrative role is required.
Strong organizational skills, attention to detail, and the ability to prioritize effectively while working to tight deadlines are required.
Excellent Microsoft Excel and Word skills are required.
Experience managing Human Resources records in both paper and electronic systems is required.
Good verbal and written communication skills and a clear understanding of Human Resources processes, including confidentiality, are required.

Responsibilities

Manage and update Human Resources filing systems, including electronic archives, hard-copy personnel files, and employee records.
Type official letters and maintain records of incoming and outgoing Human Resources correspondence.
Support recruitment and onboarding for long-term local and national staff.
Manage contracts in electronic and hard-copy formats.
Continuously update and audit Human Resources files and respond to Human Resources inquiries from office personnel.
Coordinate with Finance on mandated and supplemental pay-related allowances, tax matters, payroll, and Human Resources deductions.
Collect employee acknowledgments of applicable policies, manuals, and informational resources, and ensure Human Resources policies are understood and disseminated among program staff.
Collect monthly timesheets for temporary staff and ensure supervisor approvals are received promptly.
Manage diaries, arrange appointments, and book meeting rooms and conference facilities.
Manage general office needs, cleanliness, fuel requests, and stationery ordering.
Organize staff and customer travel and accommodation, including hotel arrangements and follow-up checks.
Arrange internal and external events and coordinate meetings with relevant departments.
Maintain company social media accounts as needed.
Manage staff seating arrangements and office relocations.
Manage office stores and track office supplies, reporting stock information to administration.
Ensure cleanliness of inside and outside office areas, coordinate garbage and garden tasks, and check monthly office supplies with the supply chain team.
Ensure drinking water and electricity are available at all Save the Children premises and follow up on premises maintenance.
Coordinate drivers, cleaners, and cooks; manage overtime payments for drivers and cleaners.
Make payments for rented field premises and raise purchase requests for administrative purchases.
Support the Human Resources Coordinator with monthly follow-up and records of staff registration with the National Social Insurance Fund, monthly payment records across offices, and quarterly reporting updates.
Maintain proper records and quarterly reporting updates for the Sudan Human Resources Manager.
Ensure staff files contain all relevant documents; file, sign, scan, send, and document Human Resources materials with HPI and other departments.
Comply with Save the Children policies and practices concerning child safeguarding, code of conduct, health and safety, equal opportunities, and other relevant procedures.
Maintain confidentiality and secure storage of candidate and employee records, whether paper-based or computerized.
Contribute to the development and review of Human Resources and Administration procedures, guidelines, and business processes to support efficient, cost-effective, and legally compliant operations.
Perform additional duties within the reasonable scope of the position's skills and experience.

HR-related

HR filling system management and updates both soft (create electronic archive) and hard copies including personnel files
Typing official letters and keeping proper records for HR in and out correspondences
To assist in keeping central Personnel Information Management such as employees’ records keeping/filing, etc
Supports the recruitment and onboarding of all long-term local and national staff.
Responsible contract Management electronic and hard copy
Continually updates and audits HR files; addresses all HR inquiries emerging from office personnel.
In consultation with the Finance department, it supports the daily management of all mandated and supplemental pay-related allowances, tax matters, and other payroll and HR deduction matters
Directs and collects employee endorsement of all applicable policies, manuals, and other informational resources; ensures wide understanding and dissemination of HR policy across program staff.
Collect time sheets every month for Temporary staff , ensuring all supervisor approvals are received promptly.

Administration

Diary management and arranging appointments, booking meeting rooms and conference facilities
General office management such as cleanness, office needs Fuel requests and ordering stationery
Organizing travel and accommodation for staff and customers
Arranging both internal and external events
Possibly maintaining the company's social media accounts
Management. Arrange Hotel accommodation for staff/visitors.
Managing Events and meetings in coordination with the requested departments
Management of Staff seating arrangement and relocation inside the office.
Mange Office Store management and
Responsible for ensuring inside and outside office area quality of Cleanness.
Availing Drinking water and Electricity charges on all SCI premises
Follow up on all the maintenance of SCI premises
Responsible for Drivers, cleaners, and cookers,
Responsible for Payments of SCI field rented premises
Managing Overtime payments for drivers and cleaners
Raising PRs for all Admin purchases
Diary management and arranging appointments, booking meeting rooms and conference facilities
General office management such cleanness, office needs
Support in Arranging both internal and external events.
Follow up After the Hotel accommodation for staff/visitors is arranged and do the checkups .
Managing Events and meetings in coordination with the requested departments
Responsible for ensuring inside and outside office area quality of Cleanness
Truck the office supplies and report them to the admin
Follow up the truck of Drinking water and Electricity.
Managing Events and meetings in coordination with the requested departments
Organize the weekly task like garbage \ Monthly tasks like garden Work
Do the quality check with the supply chain for the monthly office supplies
Assist HR Coordinator in keeping monthly follow up and keeping records of SC staff registration with the National Social Insurance Fund and the monthly payment records in all offices and quarterly reporting updates to the HR Coordinator
all offices and keeping proper records and quarterly reporting updates to the rest of the Sudan HR Manager.
Ensuring all staff files have all relevant documents.
Filing of HR documents, Sign document from HPI & another department, scanned and send it to the field and document it.

Staff National Social Insurance

Documentation

General

Comply with Save the Children policies and practices concerning child safeguarding, code of conduct, health and safety, equal opportunities, and other relevant policies and procedures.
Maintain confidentiality in respect of all candidates and employees' records whether manually or computer maintained and ensure that all records are kept securely.
Proactively contribute to the development and review of HR and Administration procedures, guidelines, and business processes, to ensure that everything we do is efficient, cost-effective, and legally compliant.

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to perform additional duties within reasonableness of their level of skills and experience.

QUALIFICATIONS AND EXPERIENCE

University degree in Business Administration or any other Social Science
Minimum one years’ experience in HR and Admin in INGO
Interpersonal & Communications.
Knowledge of Sudan government requirements for INGO operations.
Excellent computer skills and excellent English language skills (reading and writing).
Previous experience of working in admin and HR administrative role
First-rate organizational skills with a strong eye for detail and the ability to prioritize effectively whilst working to tight deadlines.
Good attention to detail
Excellent skills in Microsoft Excel/Word.
Experience in managing HR records i.e. for both paper and electronic systems.

Good verbal/written communication skills, a clear understanding, and awareness of HR processes including the importance of confidentiality

About the Company

Save the Children

Global independent charity improving children's lives

Save the Children is a global, independent charity that helps children in crisis and everyday life. It works in about 120 countries by running programs and campaigns that aim to keep children alive, protect them, help them develop, and let them participate in society. The organization directly delivers services and also advocates for policy changes, working with local partners and communities. Its approach combines field programs with advocacy and partnerships to reach millions of children—last year more than 55 million were helped through its work. What sets it apart is its large international footprint, its clear focus on children’s rights, and its commitment to transparency, collaboration, and integrity while pursuing concrete, measurable changes. The goal is to ensure every child has the right to survival, protection, development, and participation, and to drive immediate and lasting improvements in children’s lives.

Company size: 10,001+
Company stage: Not listed
Total funding: Not listed
Headquarters: Toronto, Canada
Founded: 1919

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