I. SUMMARY OF POSITION
As part of the Human Resources Department, based in the Action Against Hunger \u2013 USA South Sudan, Juba Office, the Human Resources Officer (HRO) will be involved in creating a conducive working environment while and will oversee and implement the following: Payroll and benefits management, contract Management, on boarding, HR Monthly reports, Flight bookings, HR audit and any other programs and procedures related to HCN HR Services.
The HRO provides comprehensive HR assistance to implement activities, which will positively impact retention & growth of Action Against Hunger employees. This position reports to the Human Resources Head of department
The HR Officer-Juba Coordination Office.
Purpose:
\u00b7 Lead employee remuneration, compensation, and final benefits preparation, ensuring integrity in all transactions and adherence to approved compensation guidelines.
\u00b7 Manage HR and administrative transactions, including staff medical insurance, HR data management, and monthly reports, demonstrating understanding of HR processes and quality service delivery.
Engagement:
\u00b7 Communicate with staff and address issues affecting payroll, process execution, and service delivery. Advise HR HOD on related issues.
\u00b7 Liaise with coordination office staff and HR Officers at bases to address HR-related issues and operational factors impacting HR services delivery.
Delivery:
\u00b7 Ensure timely service delivery by anticipating and resolving issues impacting payroll processes.
\u00b7 Maintain HR standards in contract tracking, staff movement, HR iisues, and record keeping, ensuring deliverables are timely and of high quality. Address inconsistencies and conflicting priorities while analyzing trends and implementing effective solutions.
II. ESSENTIAL JOB FUNCTIONS:
Objective 1: Contracts Management
\u00b7 Manage all aspects of contract tracking and personnel administration for Host Country National (HCN) employees.
\u00b7 Prepare, track, and manage new contracts, extensions, and related documentation (e.g., promotions, job title changes).
\u00b7 Ensure all signed contracts are returned to Juba for filing and alert HR HOD in advance of contract expirations.
Objective 2: Medical Insurance
\u00b7 Act as the focal person for all HCN medical insurance issues and communicate with staff accordingly.
\u00b7 Issue insurance forms to new employees and share the list of service providers.
\u00b7 Analyze and process employee reimbursements, liaise with the insurance company on pending payments, and coordinate with the Finance department for reimbursement.
Objective 3. Travel Management
\u00b7 Manage the departure and travel arrangements for all HCNs and TCNs traveling outside the country.
\u00b7 Maintain strong communication with Heads of Departments and staff regarding travel planning.
\u00b7 Liaise with travel agents for quotations and follow up on travel requests and invoices, ensuring accuracy before submitting to Finance for payment.
Objective 4. Prepare Payroll for National Employees:
\u00b7 Process payroll timely, considering salary advances, working days, unpaid leave, and statutory deductions per South Sudan labor law.
\u00b7 Implement and maintain payroll best practices, consulting HR HOD for improvements.
\u00b7 Evaluate and implement payroll systems upgrades and changes and resolve payroll discrepancies following policies and procedures.
\u00b7 Maintain employee records in HOMERE, prepare quarterly reports (e.g., leaves, advances), and monitor/track various leave types in the payroll.
\u00b7 Produce scheduled and ad-hoc reports on payroll and HR requirements.
Objective 5. Administer Benefits (NSIF/Full & Final Settlement) for Exiting Employees:
\u00b7 Maintain up-to-date employee records in the payroll and ensure next-of-kind information is accurate.
\u00b7 Collaborate with HR Officers to clear employees at the end of their contracts.
\u00b7 Prepare NSIF calculations and full and final settlements for exiting employees promptly.
\u00b7 Conduct benefits presentations to ensure employees understand their benefit plans and enrollment provisions.
\u00b7 Ensure compliance with all governmental regulatory mandates and accurate filing of necessary documents.
Objective 6. Treasury Forecast for HR Department:
\u00b7 Prepare forecasts required by the HR department, considering work permits, salaries/benefits, visas, and NSIFs.
\u00b7 Liaise with the Head of HR for upcoming events requiring forecasting.
\u00b7 Ensure timely submission of forecasts to the Finance Department.
Objective 7. Exit & Departure Management
\u00b7 Administer and follow up on employee exits, ensuring all HR forms and administrative documents are completed and filed.
\u00b7 Accurately prepare and forward termination documentation to the HR HOD.
\u00b7 Prepare necessary documentation for departing employees, including clearance forms and work certificates.
Objective 8. Others HR responsibilities:
\u00b7 Collaborate with the HR Manager on employee benefits, including NSIF and Full and Final Settlements.
\u00b7 Compile and submit monthly HR data and narrative reports, analyzing trends and identifying issues.
\u00b7 Lead the follow-up on TCN timesheets, scanning, and filing.
IV. PHYSICAL DEMANDS
\u00b7 While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with interruptions.
\u00b7 To travel to the field, the employee must at least be at a level of physical fitness capable of enduring physically difficult, highly stressful situations, which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.
\u00b7 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
V. WORKING CONDITIONS, TRAVEL AND ENVIRONMENT
\u00b7 The duties of the job require regular job attendance of at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
\u00b7 Must be able to travel as required for standard domestic travel (bases) when required. While bases, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.
\u00b7 All Action Against Hunger-USA employees is required to engage with and follow the performance management program in place.
VI. GENDER EQUALITY COMMITMENTS:
\u00b7 Fostering environment that supports values of women and men\u2019s equal access to information.
\u00b7 Provides an environment where women and men must be promoted based on the performance objectives.
\u00b7 Respect for beneficiaries, women, men, children (boys & girls) regardless of gender, sex, disability, religion, etc.
\u00b7 Value and respect for all cultures.
Requirements
REQUIRED QUALIFICATIONS AND PROFESSIONAL EXPERIENCE
\u00b7 Bachelor\u2019s degree preferably in Human Resources or equivalent field
VIII. REQUIRED SKILLS & COMPETENCIES
\u00b7 At least 5 years of professional experience in HR and/or administration.
\u00b7 Proficiency in MS Office Suite (high proficiency in Excel).
\u00b7 Strong self-awareness and commitment to result delivery and continuous improvement.
\u00b7 Excellent organizational and time management skills.
\u00b7 Excellent interpersonal and communication skills (written and oral), with experience in diverse cultural environments preferred.
\u00b7 Fluent in written and spoken English.
\u00b7 Ability to work in a high-pressure environment, taking initiative and prioritizing multiple tasks with minimal supervision.
\u00b7 Proven ability to model core HR values of confidentiality, fairness, and discretion.
\u00b7 Must be a South Sudanese citizen.
Benefits
COMMITMENT TO ANTI-DISCRIMINATION AND PSEA
We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or veteran status. The incumbent is required to carry out duties in accordance with Action Against Hunger Safeguarding policies (PSEA, Child Safeguarding, and Code of Conduct). Action Against Hunger-USA complies with all applicable laws governing non-discrimination in employment.
Applications will be reviewed on a rolling basis. The deadline for applications is 17 February 2025.