HR and Administration Officer

This role has a base focus and ensures compliance to DRC procedures and guidelines at base level. The role contributes to the development of base strategies, which are translated into action plans and day-to-day tasks. The incumbent will undertake Human Resources and Administration functions. The position will be based in Malakal Office.

HR Responsibilities

• Review the national staff monthly payroll and staff benefits (NSIF, medical etc.) and ensure that any adjustments to the done on the monthly payroll are implemented correctly and timely
• Coordinate timely, effective and efficient national staff recruitment in Malakal, and maintain oversight of all national staff recruitment.
• Book staff leave days on Dynamics and ensure the Malakal programme migrates completely to Dynamics for both leave days and performance management
• Manage leave days by working closely with the unit heads to ensure that no staff completes the year or contract period with more than 5 days of Annual Leave
• Participate as member of Super User HR Dynamics Working group and provide dedicated support on implementation of the system to all HR Focal persons (Heavy Users).
• Check all updated inputs, tasks and usage of DRC HR Dynamics regarding all issues pertaining to national staff and provide technical support to all managers and light users.
• With support from Country Office HR & Administration Manager, check completion of probation, end of contract and annual performance appraisal process for national staff in DRC HR Dynamics, and assist the field staff to ensure performance appraisals are completed
• Update trackers (API, NSIF, Casual staff lists, etc.) timely and submit on a monthly basis.
• Keep a good filing system is maintained
• Provide HR induction/orientation for all national staff on HR issues (policies & procedures) to all new staff
• Follow up and ensure updating of all national staff job descriptions.
• Support the provision of high level advice and support to manager and staff on national staff HR policies and procedures and development and updating of such policies
• Monitor staff attendance and ensure that all staff timesheets are submitted and filed on time
• Keep the country office up to date regarding field level HR and Administration plans

Administration responsibilities

• Coordinate staff/visitors flight schedules and be sure for accommodation bookings.
• Ensure staff traveling to Juba complete Terms of Reference
• Responsible for staff flight bookings in the field area
• Review of the project codes and activity codes on the Travel Authorization Forms to ensure they are correct and accurate
• Responsible for provision of staff IDS as well as renewal of the expired IDS
• Supervise the support staff such as the cleaners and Cooks
• Welcome, direct and support visitors at the field levels as well as arranged for their accommodation.
• Organize venues for meetings
• Work with Juba to manage the programme assets and keep an updated list of assets, including asset verification
• Ensure that all office systems and equipment (power, water, printers/scanners) is in good working order.
  Payment of office and guest house bills.
• Responsible for office supplies
• Responsible for necessary repairs & maintenance in a timely manner in coordination with the Logistics staff.
• Foster a working environment that promotes the protection from sexual exploitation and abuse of all persons of concern that DRC serves as well as DRC
• Engage in PSEA initiatives such as trainings and promote the prevention of SEA including through understanding and utilizing as appropriate PSEA reporting mechanisms
• Uphold DRC commitment to Protection from sexual exploitation and abuse commitment to promoting AGD
• Include statements which refer to AGD in work collaborations and reporting

Experience and technical competencies:

• At least 3-years work experience in relevant field with INGO or other agencies
• Degree or Diploma in Human resources/related field
• Proficiency in use of automated Financial Management systems preferably DYNAMICS
• Knowledge of computers: word processing, database management packages.
• Proven ability in the implementation of large-scale programs.
• High integrity, pro-active, stable, robust character and a good team-player
• Highly motivated, results-oriented, and with well-developed problem-solving skills.
• Ability to cope with heavy workloads and to work under pressure to meet tight deadlines.
• Excellent communication skills
• Excellent analytical and negotiation skills.
• Proven commitment to accountability practices.
• Proven ability to prioritize tasks, meet deadlines, and work with limited supervision

Department:

Location: Malakal

Application deadline: 11 May 2025