HR & Admin Assistant

Human Resources and Administration Assistant

The Danish Refugee Council (DRC), one of the world’s leading NGOs, with a focus on responding to displacement, have been registered in Sudan since 2004, delivering life-saving programming in protection, emergency response, shelter, food security and livelihoods, disaster risk reduction, camp management, and humanitarian mine action. DRC has implemented projects in Central Darfur, South Kordofan, Gedaref, Port Sudan, and White Nile. Sudan hosts one of the largest displaced populations in Africa, with over 3.7 million internally displaced people and over 1.1 million refugees from South Sudan, Ethiopia, Eritrea, Central African Republic, Chad, Yemen and Syria. Against a background of political crisis, Sudan faces economic and social turmoil, with sharp increases in food and energy costs, further exacerbated by disease outbreaks and ongoing conflict.

POSITION PROFILE

Overall purpose of the role:

Under the supervision of HR and Admin Team Leader, the HR and Admin Assistant will work on all Human Resource responsibilities, including but not limited to recruitment, staff onboarding, performance and development, assisting on payroll, health insurance, staff contracting, extensions/separations, and ensures all staff files are updated with the required documents as per the checklist.

S/he will also supervise the administrative tasks, ensuring adequate supplies in office and guest houses, office inventory management and distribution. 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to adjust working hours accordingly.

DUTIES & RESPONSIBILITIES

Recruitment and Selection:

• Ensure that all recruitments and processes are followed by the recruitment guidelines.
• Maintain quality and confidentiality of the overall recruitment process.
• Ensure reference checks as per DRC’s referencing policy and documents verification to avoid fraud before offer letters are made to the successful candidates.
• Maintain proper documentation of recruitment-related files as per the checklist set.
• Ensure job descriptions are in place for all roles and staff have signed and received JDs.
• Assist in the process of staff discipline in line with DRC’s disciplinary and grievances policies.

Learning and Development, Performance Management, Insurance:

• Submitting staff insurance claim to insurance company and follow up for settlement.
• Keep the staff and dependents database up to date.
• Make sure all staff are enrolled on the insurance benefits.
• Ensure staff create their P&D in system.
• Coordinate the staff induction process.
• Make sure staff receive the HR Welcome pack on the first day of joining and complete their mandatory training within two weeks.

Administrative Functions:

• Performing and supervising admin activities, including general administrative support, repair and maintenance, and support team management with minimal supervision.
• Oversee the maintenance of office premises furniture, fixture, fittings and all equipment in a fully functioning state.
• Ensure that Office stationery and equipment are maintained properly with proper record keeping in mind the value for money.
• Supervise and ensure the monthly administrative bills are paid on time.
• Ensuring that all travelers to/within area and base offices are assisted with appropriate permission and travel arrangements e.g., transport booking, hotel booking, etc.
• Develop and maintain International Guest House Inventory and ensure that GH equipment is in track; periodically evaluate equipment and plan/recommend upgrade for future needs and the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save DRC’s resources.
• Ensure all expats have received standard GH item and allotment forms. Maintained the apartment key and ensure that all occupants are in line with GH policies. Ensure all apartments are properly clean and hygiene.
• Ensure all expats are provided with quality standard equipment and maintain good accommodation standards. Carry out a monthly maintenance check for Guest House and arrange, as required for any work to be carried out.
• Liaise with landlords on all DRC’s rented apartments and ensure we are in line with the contract. Negotiate and ensure DRC receives all facilities as per the agreements.
• Report to line manager to remind of the renewal of lease agreements at least 3 months before the agreement expires.
• Ensure new joiners receive the employee ID Card on the day of joining.

Liaison with Government Offices:

• Be the key focal point for the government offices.
• Ensure staff tax/ social insurance fund, Zakat fund are being deposited to the government treasury on time. Prepare the related documents and submit to finance within the agreed timeline.
• Keep in contact with Government offices (Labour Office, Tax Office, Social Insurance Office, Zakat Office) to be updated with new rules and regulations.
• Preserve the record of all correspondence with government offices and maintain a tracker for future audit.

Documentation and Reporting:

• Collect the attendance sheet and assist with overtime reporting.
• Keeping the payroll sheet for audit purposes.
• Update the recruitment tracker, admin tracker, and flight tracker daily basis.
• Report on the administrative inventory and supplies monthly basis.

• Any other reporting requested by line manager/ and technical manager.

EXPERIENCE & TECHNICAL COMPETENCIES: (include years of experience)

• At least 2 years of experience working in Recruitment, liaison, and administration. 
• International NGO work experience would be an advantage.
• Has extensive knowledge in Sudan Labor Law and subsequent amendments.
• Experience in conducting recruitment processes in a humanitarian set-up
• Experience working in multi-cultural work settings.
• Advanced proficiency in MS Excel
• Excellent communication and negotiation skill.

EDUCATIONAL QUALIFICATIONS

• Bachelor’s degree in human resource, Business Administration, Public Administration, or related.

LANGUAGES  

• English – Fluent
• Arabic – Fluent

Key stakeholders

• Insurance provider
• Payroll service provider
• Local authorities

 ALL EMPLOYEES ARE EXPECTED TO DEMONSTRATE DRC FIVE CORE COMPETENCIES

• Striving for excellence: You focus on achieving results while maintaining efficient processes.
• Collaborating: You engage with relevant stakeholders and encourage constructive feedback.
• Taking the lead: You take ownership of tasks and are open to innovation.
• Communicating: You are clear, concise, and respectful in your communication.
• Demonstrating integrity: You uphold and promote the highest ethical standards and DRC's Code of Conduct.

POSITION DETAILS

• Type of contract: National
• Contract Length: 6 Months
• Band: I Non-Management
• Duty station: Golo – Central Darfur
• Start date: As soon as possible
• Closing Date for Application: 08 Nov 2025

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national employees.

WHAT WE OFFER      

1. Two Bonuses (during two Eid festivals)
2. Contribution to National Social Insurance and Pension Fund
3. Health Insurance Plan including family
4. Group Personal Accidental Insurance
5. Excellent Working Environment and Opportunity for Growth
6. Various Learning and Development Courses

APPLICATION PROCESS

To be considered for this opportunity, please submit the following documents to the Golo - HAC/Labor Office:

• A cover letter
• An up-to-date resume (we encourage CV no longer than four pages) in English.   
• Copies of your educational and employment certificates
• Mentioning three referees' details of your present supervisor and HR along with past employment supervisor with CV.

Important: Your cover letter or resume must include a valid phone number (WhatsApp/Messenger) where you can be reached.   

Note: Applications sent by email will not be considered. In addition, DRC doesn’t charge any fee for any of its recruitment process & believes in equal opportunity in employment regardless.

If you have questions, you can visit our FAQ page. 

For further information about the Danish Refugee Council, please consult our website: www.drc.ngo.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, female candidates are particularly encouraged to apply to bridge the gender gap. 

Equal Opportunities: DRC is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race,

marital status, or other protected characteristics.   

***FRAUD ALERT***

It has been brought to the attention of the Danish Refugee Council (DRC) that there have been instances of fraudulent job offers, purporting to be from DRC in Sudan. These offers reportedly concern fraudulent employment opportunities to applicants asking for money. DRC would like to stipulate that the organization never charges or accepts any money from job seekers during the recruitment process. DRC recommends that you do not respond to unsolicited offers of employment.