ย ย ย ย ย ย ย I.ย ย ย ย ย ย ย ย ย ย ย 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.
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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
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The HR Officer-Juba Coordination Office.
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Purpose:
\u00b7ย ย ย ย ย ย Lead employee remuneration, compensation, and final benefits preparation, ensuring integrity in all transactions and adherence to approved compensation guidelines.
\u00b7ย ย ย ย ย ย 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:
\u00b7ย ย ย ย ย ย Communicate with staff and address issues affecting payroll, process execution, and service delivery. Advise HR HOD on related issues.
\u00b7ย ย ย ย ย ย Liaise with coordination office staff and HR Officers at bases to address HR-related issues and operational factors impacting HR services delivery.
Delivery:
\u00b7ย ย ย ย ย ย Ensure timely service delivery by anticipating and resolving issues impacting payroll processes.
\u00b7ย ย ย ย ย ย 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.ย ย ย ย ย ย ย ย ย ย ESSENTIAL JOB FUNCTIONS:
Objective 1: Contracts Management
\u00b7ย ย ย ย ย ย Manage all aspects of contract tracking and personnel administration for Host Country National (HCN) employees.
\u00b7ย ย ย ย ย ย Prepare, track, and manage new contracts, extensions, and related documentation (e.g., promotions, job title changes).
\u00b7ย ย ย ย ย ย Ensure all signed contracts are returned to Juba for filing and alert HR HOD in advance of contract expirations.
Objective 2: Medical Insurance
\u00b7ย ย ย ย ย ย Act as the focal person for all HCN medical insurance issues and communicate with staff accordingly.
\u00b7ย ย ย ย ย ย Issue insurance forms to new employees and share the list of service providers.
\u00b7ย ย ย ย ย ย 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
\u00b7ย ย ย ย ย ย Manage the departure and travel arrangements for all HCNs and TCNs traveling outside the country.
\u00b7ย ย ย ย ย ย Maintain strong communication with Heads of Departments and staff regarding travel planning.
\u00b7ย ย ย ย ย ย Liaise with travel agents for quotations and follow up on travel requests and invoices, ensuring accuracy before submitting to Finance for payment.
Objective 4.ย ย ย ย Prepare Payroll for National Employees:
\u00b7ย ย ย ย ย ย Process payroll timely, considering salary advances, working days, unpaid leave, and statutory deductions per South Sudan labor law.
\u00b7ย ย ย ย ย ย Implement and maintain payroll best practices, consulting HR HOD for improvements.
\u00b7ย ย ย ย ย ย Evaluate and implement payroll systems upgrades and changes and resolve payroll discrepancies following policies and procedures.
\u00b7ย ย ย ย ย ย Maintain employee records in HOMERE, prepare quarterly reports (e.g., leaves, advances), and monitor/track various leave types in the payroll.
\u00b7ย ย ย ย ย ย Produce scheduled and ad-hoc reports on payroll and HR requirements.
Objective 5.ย ย ย ย Administer Benefits (NSIF/Full & Final Settlement) for Exiting Employees:
\u00b7ย ย ย ย ย ย Maintain up-to-date employee records in the payroll and ensure next-of-kind information is accurate.
\u00b7ย ย ย ย ย ย Collaborate with HR Officers to clear employees at the end of their contracts.
\u00b7ย ย ย ย ย ย Prepare NSIF calculations and full and final settlements for exiting employees promptly.
\u00b7ย ย ย ย ย ย Conduct benefits presentations to ensure employees understand their benefit plans and enrollment provisions.
\u00b7ย ย ย ย ย ย Ensure compliance with all governmental regulatory mandates and accurate filing of necessary documents.
Objective 6.ย ย ย ย Treasury Forecast for HR Department:
\u00b7ย ย ย ย ย ย Prepare forecasts required by the HR department, considering work permits, salaries/benefits, visas, and NSIFs.
\u00b7ย ย ย ย ย ย Liaise with the Head of HR for upcoming events requiring forecasting.
\u00b7ย ย ย ย ย ย Ensure timely submission of forecasts to the Finance Department.
Objective 7.ย ย ย ย Exit & Departure Management
\u00b7ย ย ย ย ย ย Administer and follow up on employee exits, ensuring all HR forms and administrative documents are completed and filed.
\u00b7ย ย ย ย ย ย Accurately prepare and forward termination documentation to the HR HOD.
\u00b7ย ย ย ย ย ย Prepare necessary documentation for departing employees, including clearance forms and work certificates.
Objective 8.ย ย ย ย Others HR responsibilities:
\u00b7ย ย ย ย ย ย Collaborate with the HR Manager on employee benefits, including NSIF and Full and Final Settlements.
\u00b7ย ย ย ย ย ย Compile and submit monthly HR data and narrative reports, analyzing trends and identifying issues.
\u00b7ย ย ย ย ย ย Lead the follow-up on TCN timesheets, scanning, and filing.
IV.ย ย ย ย ย ย ย PHYSICAL DEMANDS
\u00b7ย ย ย ย ย ย 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.
\u00b7ย ย ย ย ย ย 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.
\u00b7ย ย ย ย ย ย 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.ย ย ย ย ย ย ย ย WORKING CONDITIONS, TRAVEL AND ENVIRONMENT
\u00b7ย ย ย ย ย ย 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.
\u00b7ย ย ย ย ย ย 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.
\u00b7ย ย ย ย ย ย All Action Against Hunger-USA employees is required to engage with and follow the performance management program in place.
VI.ย ย ย ย ย ย ย GENDER EQUALITY COMMITMENTS:
\u00b7ย ย ย ย ย ย Fostering environment that supports values of women and men\u2019s equal access to information.
\u00b7ย ย ย ย ย ย Provides an environment where women and men must be promoted based on the performance objectives.
\u00b7ย ย ย ย ย ย Respect for beneficiaries, women, men, children (boys & girls) regardless of gender, sex, disability, religion, etc.
\u00b7ย ย ย ย ย ย Value and respect for all cultures.
Requirements
REQUIRED QUALIFICATIONS AND PROFESSIONAL EXPERIENCE
\u00b7ย ย ย ย ย ย Bachelor\u2019s degree preferably in Human Resources or equivalent field
VIII.ย ย ย ย ย REQUIRED SKILLS & COMPETENCIES
\u00b7ย ย ย ย ย ย At least 5 years of professional experience in HR and/or administration.
\u00b7ย ย ย ย ย ย Proficiency in MS Office Suite (high proficiency in Excel).
\u00b7ย ย ย ย ย ย Strong self-awareness and commitment to result delivery and continuous improvement.
\u00b7ย ย ย ย ย ย Excellent organizational and time management skills.
\u00b7ย ย ย ย ย ย Excellent interpersonal and communication skills (written and oral), with experience in diverse cultural environments preferred.
\u00b7ย ย ย ย ย ย Fluent in written and spoken English.
\u00b7ย ย ย ย ย ย Ability to work in a high-pressure environment, taking initiative and prioritizing multiple tasks with minimal supervision.
\u00b7ย ย ย ย ย ย Proven ability to model core HR values of confidentiality, fairness, and discretion.
\u00b7ย ย ย ย ย ย 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.