HR Assistant

Job Title: HR Assistant

Job location: Khartoum, Sudan

Reports to: HR Officer

JOB SUMMARY

The HR Assistant will provide efficient and effective administrative and technical Human Resources (HR) support, ensuring all HR activities are conducted in compliance with internal policies, donor requirements, and local labor laws. The role holder will support the HR in recruitment, record maintenance, and general HR operations, often in a fast-paced and challenging environment. 

MAIN DUTIES AND RESPONSIBILITIES

Maintain and update employee records and HR databases digitally on Drive and Odoo.

Organize, file, and archive HR and administrative documents in line with internal standards.

Assist in the preparation of contracts, letters, and staff documentation.

Support HR processes by collecting and verifying required employee documents.

Assist with payroll preparation by compiling and checking timesheets, leave records, and supporting documents.

Support data entry, updates, and accuracy checks in Odoo HR modules when required.

Provide administrative support across HR and office functions, including scheduling meetings, managing correspondences, and supporting other departments as needed.

Support in preparing reports and maintaining trackers (staff lists, archiving logs, etc.).

Edit and update documents and its formatting in MS Word as required.

Act as a first-line support for general HR administrative queries.

Ensure confidentiality and secure handling of employee data.

Perform any other HR-related administrative tasks as assigned by the HR Coordinator.

In the event of a major humanitarian emergency, be prepared to work outside the normal role profile, vary working hours, and provide surge capacity for emergency HR needs. 

Support full-cycle recruitment, ensuring fair process—from posting and shortlisting to interviews, onboarding, documentation, and reference checks.

QUALIFICATIONS AND SKILLS

A bachelor’s degree in human resources management, Business Administration, or a related field is required.

Minimum of one year of relevant experience in an HR & administrative position, preferably within a national or international NGO or a humanitarian context.

Strong understanding of HR functions, processes, and best practices.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HR Information Systems (HRIS) or payroll software is an asset.

Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and meet tight deadlines.

Strong communication (written and verbal) and interpersonal skills, with the ability to work effectively in a multicultural team.

Demonstrated ability to handle sensitive and confidential information with discretion and integrity.

Knowledge of local labor law and context-specific challenges is highly desirable.

Ability to work under stress and adapt to a dynamic, unstable environment. 

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ABOUT MEDGLOBAL

MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds. 

CODE OF CONDUCT

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:

Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.

Provide a positive and valued experience for those receiving service within and outside MedGlobal.

CHILD PROTECTION POLICY

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work. MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

  

DISCRIMINATION, ABUSE AND HARASSMENT POLICY

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.