Admin and Human Resources Officer job at AWAFY Sudanese Organization

Description

AWAFY Sudanese Organization is hiring an Admin and Human Resources Officer responsible for ensuring effective administrative operations and providing comprehensive HR support. This role manages office operations, logistics, procurement, staff documentation, recruitment processes, and supports compliance with organizational policies. The officer plays a key role in maintaining an efficient workplace, supporting staff needs, and ensuring HR systems are well-organized and up to date.

Key Duties and Responsibilities:

Administration

• Oversee daily office operations and ensure a well-functioning work environment.
• Manage office supplies, equipment, and inventory, including procurement and maintenance.
• Coordinate travel logistics, meeting schedules, accommodation, and event arrangements.
• Maintain organized filing systems (digital and physical) for administrative documents.
• Handle internal and external correspondence, ensuring timely communication.
• Support logistical needs for workshops, trainings, field visits, and conferences.

Human Resources

• Maintain and update staff records, personnel files, attendance sheets, and leave management.
• Support recruitment processes including job posting, shortlisting, scheduling interviews, and reference checks.
• Assist in onboarding and orientation of new staff.
• Monitor staff contract timelines and prepare renewal documents when applicable.
• Ensure HR policies are implemented and followed by all staff.
• Support staff development activities and training coordination.
• Provide HR-related support and guidance to staff confidentially and professionally.

Compliance and Policy Support

• Ensure adherence to organizational policies, donor requirements, and local labor laws.
• Assist in developing or updating HR and administrative policies when necessary.
• Support audit and compliance requirements by providing accurate documentation.

Finance & Procurement Support

• Work with procurement team to ensure transparent and compliant purchasing processes.
• Maintain vendor lists, collect quotations, and prepare procurement documentation.

Communication & Coordination

• Serve as a focal point for administrative and HR-related communication.
• Coordinate with internal teams to ensure smooth implementation of activities.
• Support preparation of reports, minutes, and administrative sections of project documents as required.

Operations Department

Qualifications, Skills and Experience:

• Bachelor’s degree in human resources, Business Administration, Management, or a related field.
• 2+ years of experience in HR and/or administrative roles, preferably in NGOs or corporate environments.
• Knowledge of HR principles, recruitment, labor laws, and administrative processes.
• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, and OneDrive).
• Strong communication, organizational, and multitasking skills.
• Ability to maintain confidentiality and handle sensitive information professionally.

Competencies

• High level of integrity and professionalism.
• Excellent interpersonal and problem-solving skills.
• Strong organizational skills and attention to detail.
• Ability to work under pressure and meet deadlines.
• Team-oriented with the ability to work independently.
• Commitment to organizational values and staff well-being.

Note:

The employees will undergo a full-time period of 3 months, whereby they will be evaluated.

Due to the high number of applications, only shortlisted candidates will be contacted

• Oversee daily office operations and ensure a well-functioning work environment.
• Manage office supplies, equipment, and inventory, including procurement and maintenance.
• Coordinate travel logistics, meeting schedules, accommodation, and event arrangements.
• Maintain organized filing systems (digital and physical) for administrative documents.
• Handle internal and external correspondence, ensuring timely communication.
• Support logistical needs for workshops, trainings, field visits, and conferences.
• Maintain and update staff records, personnel files, attendance sheets, and leave management.
• Support recruitment processes including job posting, shortlisting, scheduling interviews, and reference checks.
• Assist in onboarding and orientation of new staff.
• Monitor staff contract timelines and prepare renewal documents when applicable.
• Ensure HR policies are implemented and followed by all staff.
• Support staff development activities and training coordination.
• Provide HR-related support and guidance to staff confidentially and professionally.
• Ensure adherence to organizational policies, donor requirements, and local labor laws.
• Assist in developing or updating HR and administrative policies when necessary.
• Support audit and compliance requirements by providing accurate documentation.
• Work with procurement team to ensure transparent and compliant purchasing processes.
• Maintain vendor lists, collect quotations, and prepare procurement documentation.
• Serve as a focal point for administrative and HR-related communication.
• Coordinate with internal teams to ensure smooth implementation of activities.
• Support preparation of reports, minutes, and administrative sections of project documents as required.

• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, and OneDrive).
• Strong communication, organizational, and multitasking skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• High level of integrity and professionalism.
• Excellent interpersonal and problem-solving skills.
• Strong organizational skills and attention to detail.
• Ability to work under pressure and meet deadlines.
• Team-oriented with the ability to work independently.

• Bachelor’s degree in human resources, Business Administration, Management, or a related field.
• 2+ years of experience in HR and/or administrative roles, preferably in NGOs or corporate environments.
• Knowledge of HR principles, recruitment, labor laws, and administrative processes.