Based in Islamabad, HR Officer works under the direct supervision of the HR Manager. He/she is a skilled in INGO Personnel management and being a key player of the HR Function team HR Officer will:

-          Perform all actions and produce all documents, feedbacks and links that will allow the organization to achieve its objectives and provide self-audit and monitoring capacity.

-          Provide support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and record keeping. Supervise cleaner and cook

Objective 1: General Role:

-        Responsible for the implementation of policies and tools.

-        Gives regular feedback to the HR manager regarding good practices, challenges faced and solutions found regarding the implementation of HR tools and policies.

-        Responsible for the quality of the database.

-        Responsible for advising Field Offices on Internal Regulations and labor law, National staff. management policies & HR toolkit.

-        Responsible for updating the Mission Org Charts.

-        Focal Point for HR Sharepoint Maintenance and update.

Objective 2: Induction:

-        Follow up on the induction plan and ensure all Probabtion Period validation received and filed.

-        Visa and Travel arrangements for Expats.

-        Responsible for ensuring all Staff have valid Contracts.

-        Ensure that the contracts are signed and filed per all the staff and updated in the sharepoint.

-        Ensure the proper Settlement as per Pakistan law and SIF IR.

-        Compliles the HR report and compare with Database and Organigram.

Objective 3: Update & Record HR Data & Files Activities:

-          With the guidance of HR Manger, maintain up-to date and accurate computer and hardcopy personnel files, prepare job announcements/job descriptions, file documents in personnel files, conduct interviews, recruit staff, and facilitate new employee orientations and trainings.

-          Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct and conflict of interest statement etc.

-          Prepare job contracts under supervision of HR Manager.

-          To liaise with logistics department in ensuring that all staff have the Identity Cards.

-          Assist filling and maintaining HR Files & database.

-          Assist in updating and maintaining employee benefits, employment status, and similar records in staff files.

-          Assist in maintaining records related to grievances, performance reviews, and disciplinary actions.

-          Assist in performing file audits to ensure that all required employee documentation is collected and maintained.

-          Assist HR Manager in performing payroll and benefits audits.

-          Complet exit clearance paperwork and assist with exit interviews.

-          Keep record of EOBI, health insurance and life insurance.

-          File originals of all documents listed above and ensure all files are constantly updated.

-          Ensure confidentiality of sensitive files.

Objective 4: Recruitment Activities:

-          Assist HR Managers in all mission and filed bases with ongoing and new recruitment.

-          Post job ads and organizing resumes and job applications.

-          Schedule job interviews and assisting in interview process.

-          Responsible for maintaining recruitment and selection notes and administrative records for each post.

-          Assist with collection of candidates background information and reference checks.

-          Prepare new employee files according to the instructions of the HR Manager.

-          Assist HR Manager with orientation of the  new employees to the organization.

-          Ensure the regular updating of their records based on personnel movements (end of probationary period, promotion, termination, resignation) ensure contracts comply with HR manual.

-          Keep personnel files of all staff upto date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters etc).

Objective 5: Payroll Management Activities:

-          Assist HR Manager in Payroll and Benefits Administration.

-          Ensure the Salary charging is correctly done.

-          Collect & update leave data of all staff and timely share with line Manager.

-          Collect and check staff overtime of all staff and share with line Manager.

-          Process staff Perdiems timely and keep record of Perdiem data.

-          Preparing monthly pay slips for CO staff.

-          Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.

Objective 6: Compensation & Benefits Activities:

-          Maintain all staff medical insurance and timely ensure new hires have medical coverage from day one

-          Ensure Current and new staff is enlisted into life insurance.

-          Ensure all staff is listed with EOBI and to process the claim of any staff that reaches the age of benefit eligibility as per policy.

-          Ensure to keep staff Leave benefits and provide data as and when required.

-          Assists in design and implement of the Performance Evaluation System.

-          Coordinate with base HR to process the final settlements for the leaving staff as per policy.

-          Process staff compensation for their working on public holidays i.e. Overtime of the same day is to be added in payroll.

-          Ensure to process all health claims of staff i.e. OPD claims & IPD Claims and to follow up with Insurance company for their reimbursement on time.

Objective 5: Training & Development Activities:

-          Support HR Manager in training need analysis and maintain training inventory database and training plan.

-          Support HRM in devising training plan for all mission staff.

-          Identify trainings and organizations who provides trainings as per needs.

-          Participate in professional training and development activities, design and implement the Performance Evaluation System.

-          Under supervision of HRM organize in-house training sessions and workshops.

-          Manage and Provide staff orientation when needed.

Objective 6: Internal and External Audits Activities:

-          Assist HR Manager in Preparation of reporting and audit documentation.

-          Ensure Internal control audits, and initiate and implement actions necessary to correct weaknesses.

-          Prepare all staff files as per audit needs.

-          Keep all files and folders up to date for internal and external audits.

-          Responsible of all soft and hard data maintenance and provision to HRM for audit purpose.

Objective 7: Coordination & Communication Activities:

-          With the guidance of HR Manager, provide local staff with information about their terms of employment, leave, as well as other relevant information.

-          To act as liaison between the expat staff and cleaners (translating when necessary).

-          Assisting with employee relations matters as needed.

-          Assisting in translation of memos, staff questions, official meetings.

-          Supervision of office cooks and cleaners, preparation of their work plan, evaluations, supervision of request for cleaning and hygiene materials and cooking etc.

-          Ensure participation in coordination meetings of HR if any.

-          Communicate all matters related to employees to HR Manager in order to maintain office decorum.

Objective 8: Data Protection Activities:

-          Responsible for managing and processing all the data related to projects or program beneficiaries.

-          Ensure beneficiaries' personal data and information is protected and archived in safely manners.

-          Train data management staff on data safe handling, protection and management of data privacy.

This list is not limited; t/he employee may be required to perform any other task necessary and compatible with its functions.