Hybrid HR & Administration Assistant

at Civilian

• Job title: HR & Administration Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Port Sudan, Sudan

About the role

• HR & Administration Assistant supporting the effective management of HR and administrative functions in Sudan for CIVIC, an INGO focused on civilian protection.

Responsibilities

• Organizing and coordinating daily administrative and general office operations.
• Serving as a central point of contact for administrative information from operational departments.
• Supporting the management of office resources to ensure their effective and compliant use according to CIVIC policies and donor requirements.
• Preparing and maintaining administrative records, files, and internal documentation.
• Assisting with procurement and logistics tasks as required.
• Supporting the development of administrative tools, including dashboards and tracking sheets, to monitor operational progress.
• Supporting the full recruitment cycle, including advertising vacancies, shortlisting candidates, coordinating interviews, preparing recruitment files, and managing onboarding and off-boarding procedures.
• Assisting in the management of employment contracts and HR documentation in coordination with relevant departments.
• Supporting employee orientation and integration processes, including coordinating required training.
• Advising staff on basic HR policies and procedures.
• Assisting with the administration of payroll, benefits, leave management, and personnel data.
• Maintaining and updating HR trackers (e.g., Leave Tracker, Benefits Tracker).
• Supporting the implementation of HR initiatives, including staff development, performance management, and internal communication.
• Contributing to maintaining positive employee relations and a supportive work environment.
• Assisting with HR reporting for the Country Manager and headquarters.

Requirements

• Bachelor’s degree in Human Resources Management, Business Administration, or a related field.
• 4–6 years of professional experience in administration and human resources, preferably in the NGO or humanitarian sector.
• Good knowledge of labor and employment regulations (context-appropriate; adjust to Sudan as needed).
• Experience working in conflict, post-conflict, or high-risk environments is an asset.
• Strong organizational, interpersonal, and communication skills.
• Proficiency in HR and administrative systems, including MS Office Suite and HR management software.
• Knowledge of travel-tracking or personnel-risk platforms (e.g., ISOS, iJET) is an advantage.

Benefits

• Professional development opportunities