About the Organisation

Inspire Pakistan is a non-governmental, non-profit organisation implementing community-based and rights-focused programmes in partnership with donors, government counterparts, and other stakeholders. Its work focuses on supporting vulnerable and at-risk communities through accountable, inclusive, and ethical service delivery, with a strong emphasis on human rights interventions, including but not limited to Protection, Education, GBV and MHPSS.

Job Title

HR Assistant

Reporting to or/supervised by

Reports to the HR Officer

Unit

Human Resources

Duty Station

Head Office

Purpose

The HR Assistant is responsible for providing operational and administrative support to the HR Unit, ensuring timely execution of HR processes including recruitment coordination, documentation, attendance tracking, payroll support, and record management.

The role supports smooth functioning of HR operations through effective follow-up, data management, and coordination.

Key Responsibilities

Recruitment Support

• Post vacancies and maintain CV database.
• Schedule interviews and coordinate with candidates and panel members.
• Prepare interview files and maintain recruitment records.
• Maintain recruitment tracker and follow up on pending actions.

Staff Documentation & Records

• Prepare draft contracts, letters, and HR documents.
• Maintain personnel files and ensure completeness of documentation.
• Collect and track missing staff documents.
• Ensure proper filing of HR records (physical and digital).

Onboarding Support

• Assist in onboarding of new staff, interns, trainees, and consultants also their records.
• Ensure completion of joining documentation.
• Support HRMIS entry for new joiners.

Attendance, Leave & Payroll Support

• Compile attendance and leave data from field offices.
• Maintain leave records and trackers.
• Prepare payroll input drafts including leave deductions and staff updates.
• Share compiled data with HR Officer for verification.

Probation and HR Tracking

• Circulate probation and confirmation forms.
• Follow up with supervisors for completion.
• Maintain probation and staff tracking records.

HRMIS & Data Entry

• Update HRMIS with staff data as assigned.
• Ensure accuracy of data entries.
• Maintain HR trackers and databases.

Staff Requisitions & Coordination

• Track staff requisition forms and follow up for approvals.
• Maintain vacancy and staffing trackers.

HR Reporting Support

• Maintain HR trackers including recruitment, attendance, probation, and staffing.
• Assist in preparation of HR reports and dashboards.

General HR Operations Support

• Support day-to-day HR activities and follow up on pending tasks with the field teams.
• Assist HR Officer in execution of HR processes.
• Ensure timely completion of assigned tasks.

Other Duties

• Perform any other tasks assigned by the HR Officer or HR Manager.

Qualifications & Experience

• Preferably Bachelor’s degree in Human Resources, Business Administration, or related field.
• 1–3 years of experience in administrative or HR support roles.
• Strong organisational and coordination skills.
• Basic knowledge of HR processes is desirable.
• Proficiency in MS Office.

Policies & Compliance

• The position is subject to and governed by the organisation’s policies, procedures, codes of conduct and ethical standards.
• All staff are required to comply with all applicable policies at all times as a condition of employment.