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.