careers@vetcare-sd.org

SUMMARY

Open: 5 Jan 2026

Closed: 20 Jan 2025 – 4:00 pm Sudan Time

Based: Vet-Care Organization (VCO) Temporary HQ White Nile State- Kusti City

Department: Human Resources

Contract Type: Permanent Full-time

Background

Vet-Care Organization (VCO) is a Sudanese, non-governmental, non-profit organization with independent legal personality, established in accordance with the Humanitarian and Voluntary Work Act (2006) and its regulations. Founded in 2003 by Sudanese professionals with experience in rural development initiatives, VCO operates across multiple states in Sudan to save lives, strengthen resilience, improve food security and livelihoods, and promote peace in rural and crisis-affected communities.

VCO implements evidence-based, locally led sustainable interventions by applying an integrated, multi-sector, and community-based approach that combines humanitarian assistance, development programming, and peace building. This includes livelihood recovery, natural resource management, climate risk reduction, participatory planning, and conflict-sensitive interventions designed to deliver sustainable and scalable impact.

ROLE PURPOSE:

Under the guidance of the VCO Head of Human Resources/Administration Manager, the Senior HR & Admin Officer is responsible for delivering high-quality HR services across the VCO HQ and Sub-Offices. The role ensures efficient and compliant management of the full employee lifecycle, effective HR systems, and adherence to VCO quality standards. The post holder acts as the first point of contact for routine HR queries, ensuring that VCO policies and procedures are clearly communicated, understood, and consistently applied.

The position works closely with the VCO line management team to manage HR administration, contract management, on boarding, induction, payroll-related inputs, effort reporting, documentation, statutory processes, and HR compliance. In the event of a humanitarian emergency, the role holder may be required to work outside normal responsibilities and working hours.

SCOPE OF ROLE:

Reports to: VCO Head of Human Resources/Administration Manager

Staff reporting to this post: N/A

Budget responsibility: None

Key Responsibilities:

Contract Management & Documentation

• Prepare and issue all employment-related documents including contracts, amendments, promotions, and salary revisions.
• Prepare consultancy agreements and maintain an up-to-date consultant database in line with VCO
• Prepare agreements for volunteers and interns and maintain updated
• Maintain accurate and secure personnel files (ERP and hard), ensuring quarterly file audits and full compliance with VCO documentation standards.
• Maintain an efficient and confidential HR filing and archiving

Payroll Management

• Verify medical claims for payroll processing in line with VCO Medical
• Review and confirm drivers’ and guards overtime sheets with necessary
• Support the in all aspects of monthly payroll processing by ensuring timely submission of payroll inputs in the payroll system, verification of supporting documents, and adherence to VCO payroll procedures and timelines.

Effort reporting

• Act as the VCO HQ Office focal point for all efforts reporting matters, providing technical guidance and capacity building.
• Ensure 100% compliance with timesheet submission and approval
• Monitor weekly status reports, ensure correct line-management mapping, and submit validated timesheets to Finance as per VCO timesheet submission timeframe.
• Generate required reports and support internal/external audits related to effort

HR Administration

• Provide administrative support throughout the employee
• Serve as the first point of contact for HR queries and facilitate appropriate follow-
• Ensure data protection and confidentiality of all HR
• Ensure timely issuance of staff ID cards and maintain updated contact lists
• Maintain updated databases for employees, consultants, volunteers, and
• Support recruitment, induction, audit processes, HR events, and HR-related

HR Operations

• Manage leave administration and ensure accurate updates in VCO ERP
• Prepare employment confirmations, salary change letters, acting appointments, and related
• Provide system-generated information for Employees’ Social Security and Personal Income

Reporting

• Prepare and submit ad hoc HR reports as

Employee Services

• Prepare service letters, employment confirmations, and support Social Security
• Maintain updated trackers for statutory documentation and ensure timely communication with

Visa processes

• Manage end-to-end VCO staff travel visa processes and support visitor visa
• Prepare and submit required documentation to relevant authorities

Office Administration

• Coordinate with the relevant VCO Logistic personnel to ensure that all office maintenance activities are carried out effectively, efficiently, and in a timely manner.
• Liaise closely with the VCO Logistic personnel Department to ensure adequate stock levels of office stationery and supplies are maintained at all times.
• Manage and coordinate cleaning and support service contract staff, ensuring service quality, adherence to contractual obligations, and smooth daily operations.

Staff Development and Learning

• Liaising with staff and interviewing employees to identify and assess training and development
• Delivering and working with the line manager to support and oversee the training of individuals or groups of employees
• Supervising and monitoring progress made via training programs or schemes
• Delivery and evaluation of staff learning and development programs and the implementation of an annual corporate training plan.
• Participate in developing a comprehensive learning and development manual and
• Prepare reports on training activities and

General

• Contribute to ensuring HR Minimum Standards compliance across the HR
• Uphold VCO policies on child protection, PSEA, COI, code of conduct, fraud, and Anti-bullying and
• Advises on staff code of conduct breaches and disciplinary procedures
• Supports investigations related to staff SEA allegations
• Ensures due process, confidentiality, and non-retaliation safeguards
• Oversees staff sanctions, contract termination, or referral to authorities
• Travel to field offices as
• Perform any other duties assigned by the line

QUALIFICATIONS:

• Bachelor Degree in Business Administration and or Professional Qualification in Human Resource Management (Mandatory).
• Bachelor’s Degree in a relevant field (an added advantage).

EXPERIENCE:

• Minimum 3 years of HR administration experience, preferably within an
• Strong understanding of Sudan Labour Law and HR
• Excellent administrative, planning, and organizational
• Strong people-centered approach with excellent customer service
• Ability to manage competing priorities in a dynamic
• Strong coordination, time-management, and multi-tasking
• Knowledge of filing systems and HR administrative
• High computer literacy: MS Word, Excel,
• Strong written and verbal communication in English and
• Ability to maintain confidentiality and demonstrate

BEHAVIOURS (Values in Practice) Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling VCO values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for VCO, engages and motivates others
• Future orientated and thinks

Collaboration:

• Builds and maintains effective relationships, with th team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the VCO anti- bullying and harassment policy.

Application Process

To apply, please submit your application and updated CV by Jan 20, 2026 to the following email address: careers@vetcare-sd.org

VCO is an equal-opportunity employer committed to diversity and inclusion. We highly encourage women candidates to apply. Immediate Edge

To apply, email your CV to

careers@vetcare-sd.org

Terms of Reference WASH Officer Dec 2025

Base in: White Nile State with excessive travels to other VCO operation areas e.g. Kassala, Khartoum…etc When necessary.

Reports to: VCO Program Manager/VCO Regional Program Coordinator and VCO partners WASH Focal persons.

Type of position: Permanent. Deadline: 15^th of Jan 2026 Starting date: ASAP.

Background

Vet-Care Organization (VCO) is a Sudanese non-governmental; with independent legal entity established in accordance with the Humanitarian and Voluntary Work Act. VCO was founded in 2003 by a group of Sudanese professionals who worked in rural development projects (Sudan Village Concept projects I&II) while they were University students. With dedicated staff and volunteers working together across Sudan states to save lives, empower rural communities, improve food security & livelihood and promote peace.

VCO’s dedicated teams of staff and wide network of partners provide expertise in rural community empowerment gained from over 20 years of experience of working side- by-side with rural communities in Sudan and work together to find and scale innovative, locally-led solutions to achieve its vision towards 2030 “A Food Secure, Economically viable and peaceful Sudanese Rural Community”.

VCO uses its accumulated evidence-base to guide our 2030 Vision, focusing specifically on how we can better contribute to sustainable, systemic change at scale, while ensuring we have the operating model and structures in place to achieve that.

This includes acknowledging that the impact we want to achieve will only be possible if we continue to transform how we organize ourselves and our ways of working, in recognition that VCO is dedicated in strengthening rural communities in Sudan to establish food security, improved livelihood and peace.

During this challenging period in Sudan, the organization worked in various areas of humanitarian and resilience programs, whether at the level of women and children, or at the level of rural communities as a whole. Despite the current challenges facing humanitarian and developmental work in Sudan VCO was able to tackle needs and meet this moment, by bring hope and critical assistance to thousands of people, families, and communities; guided by both our principles and evidence-base of practical, innovative and sustainable solutions to complex rural communities problems in Sudan.

Purpose of the Role:

The WASH Officer will work under the supervision and guidance of WASH Delegate. The person will be the principal representative in executing the WASH activities at field level and report to WASH delegate. The main objective of the WASH Officer is to establish strong coordination among stakeholders and linkages with program technical leads in the field to ensure that program activities are implemented successfully.

Duties and Responsibilities

Technical Guidance responsibilities:

• Assist the Program team in providing technical support in the implementation of the WASH activities;
• Prepare designs and BoQs for the project activities in coordination with WES Engineers at targeted States and localities;
• Prepare designs and BoQs for WASH structures, including latrines and water structures (Hand pumps, tap stands, shallow wells, Water Stattions…etc.) in coordination with related Gov Departments at targeted localities;
• Supervision and inspection of construction works;
• Engagement of MEAL department in the ongoing projects;
• Design and ensure the effective promotion of appropriate hygiene and sanitation messages in close

• Developing a water and sanitation implementation and monitoring plan in a participatory manner with targeted communities;
• Prepare and oversee the training of WASH committees on operation and maintenance and the training of hygiene promoters and community mobilizers on WASH (hygiene promotion);
• Preparing reports in line with the reporting schedule and internal and donor’s requirements;
• Participate in design and implementation of surveys and assessments related to WASH when required;
• Mobilization of community groups to be trained on Household Water Treatment (HHWT) & other hygiene promotion activities;
• While maintaining close working arrangement with the VCO field offices coordinators, support development of proposals and budgets for water and sanitation projects in collaboration with the project team and other partners;
• Oversees beneficiaries selection process;
• Prepare and oversee the implementation of hygiene Kits (HKs) distribution activities (in-kind and voucher modality);
• Ensure all the protection and risk mitigation measures are in place;
• Representing VCO at WASH sector coordination meetings and working groups at locality and State levels as required;
• Prepares weekly and monthly work-plan for the projects WASH related activities and share with projects teams;
• Monitor quality of the interventions and submit feedback to VCO Program Manager;
• Ensure feedback collected from the field and lessons learnt are shared within the organization;
• Ensure that all activities are being implemented according to the signed contracts and MoUs;
• Ensures proper documentation for all activities is provided timely;
• Conducts assessments and plans responses together with other team members;
• Monitors situation in the targeted areas for significant changes, emergency situations and shares information with VCO Program Manager;
• Ensure proper communication about the activities, beneficiary’s feedback and mobilization of communities;
• Consult beneficiaries on activities’ design and implementation;
• Collect and shares feedback from beneficiaries;
• Regularly visit project sites to monitor the humanitarian situation and impact of VCO interventions and reports regularly on progress and bottlenecks
• Participate in the selection process of hygiene promoters and other project beneficiaries;
• Implements an appropriate monitoring system for the projects WASH activities in line with the projects objectives;
• Ensure beneficiaries are informed about project activities and VCO’s Community Feedback and Response Mechanism;
• Ensure proper management and storage of the kits and tools for projects

Capacity building responsibilities:

Carry out capacity mapping of WASH Assistants, hygiene promoters and community mobilizers at the community level and advise management of appropriate training needed to address the capacity gaps identified;

• Organize and facilitate trainings on disability inclusion (inclusive WASH);
• Support Assist in the development of training materials and

Monitoring, Evaluation and Quality Assurance

The following duties will be achieved under close supervision with VCO MEAL focal person:

• Monitor and evaluate WASH programs against the ongoing projects/programs WASH indicators to ensure that programs are evidence-based and implemented in a comprehensive, client-focused, and cost effective
• Ensure robust monitoring and evaluation is carried out following VCO’s WASH monitoring system using standard resources for data collection, analysis and interpretation.
• Ensure that all data regarding the water stations/sources and WASH infrastructure is updated on VCO’s

• Ensure SDG 6 WASH access data is collected and recorded in the WASH Monitoring System for all VCO targeted beneficiaries to enable comparative reporting against national averages, to ensure that IDPs and vulnerable host communities are not being “left behind”.

Reporting and Accountability

• Foster targeted beneficiaries access to feedback and accountability mechanisms for the WASH services/activities.
• Collate and analyze data on the satisfaction of targeted beneficiaries with regards to WASH services/activities.
• Prepare regular sectorial reports and submit material for preparation of periodic project monitoring reports as required.
• Report regularly on WASH activity implementation, while maintaining accurate records of all relevant performance indicators.
• Ensure adequate reporting, timely updates and briefings to donor and
• Perform other related duties as

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Minimum Qualifications

Experience: Minimum 3 years relevant experience with UN and or the NGOs sector

Field(s) of Education: Public and Environmental Health, Civil Engineering, Environmental Sciences, Urban policy & planning, Water/Sanitation Engineering or other relevant field.

Relevant Job Experience and Skills Essential

• At least 2 years relevant project management experiences in emergencies, or WASH related projects in UN/NGOs or similar organizations.
• Understanding of and experience in the project implementation techniques, participatory planning, implementation and monitoring basic practices;
• Experience in assessment, design, bill of quantity preparation and hygiene promotion tools in WASH
• Proven skills on managing changes, achieving results, ensuring quality, team building and capacity
• Excellent interpersonal skills, including cultural sensitivity, assertiveness and negotiating
• Ability and willingness to work in remote rural areas and under pressure as part of a professional team
• Prepare terms of reference and contractual agreements with
• Experience in developing and monitoring budgets
• An understanding of child rights and their protection and fulfillment in the development
• Spoken and written fluency in English and computer literacy (MS Office and email/internet).

Desirable

• (Knowledge of the area, socio-culture and local language where the post is located as an added advantage
• Demonstrated expertise in both hard and software implementation of WASH in emergency situation
• Experience in basic sanitation and hygiene promotion tools

VCO is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, political affiliation, marital status, disability, age, genetic information, family responsibilities, personal appearance, credit information, membership in other civil society organizations.

Application: Send updated CV to: careers@vetcare-sd.org Żagiel Kursawnia