HR Assistant
Posted date 15th April, 2024 Last date to apply 15th May, 2024
Country Pakistan Locations Islamabad
Category Human Resource
Type Full Time Position 1
Experience 2 years
Status Closed

Relevant Experience: 

  • For the position of HR Assistant, a degree (graduate/masters) in business administration from recognized university
  • 2-3 years of experience in HR Management is considered necessary.

Preference will be given to the person who has demonstrated experience in working in multi-cultural teams and contexts.

Job Description:

1.      Communication and coordination:

  • Facilitate individual meeting, staff meetings & manager meetings, as and when required.
  • Coordination with other locations.

2.      Role with Support Functions:

  • Facilitate Operations team in ensuring a healthy environment and promote desired organization culture, when required.
  • Supporting department HOD, managers, DRD and RD when required.

3.      HRD:

a.      Recruitment & Selection process:

  • Facilitation in completing SRF, advertising, longlisting, shortlisting of candidates, scheduling interviews & conducting tests (online +In person), Facilitating interview process as required, reference checking, security clearance, onboarding etc.
  • Maintain Recruitment file with proper checklist and ensure all recruitment related documents are in place.
  • Facilitation in Orientation plan for new joiners along with relevant supervisors and file completed signed orientation plan within 2 weeks of joining.
  • Regularly update and share recruitment tracker with supervisor and HOSF.
  • Responsible for Recruitment of Interns and maintaining renewals of interns’ contracts.

b.     Staff Separation:

  • Facilitation in Staff Exit process i.e. clearance form, settlement wavier, handing over notes.
  • Share filled/completed clearance form along with waiver form with supervisor or Finance department (after approval from supervisor), as and when required.
  • Draft experience certificate and get approved from Manager HR/HOSF.
  • Maintain experience certificate issuance tracker.


c.      HR Personnel files and Database Management:

  • Prepare staff HR file as soon as staff hiring process is initiated.
  • Maintain proper file with tagging and completed/verified Checklist and indexing.
  • Enter staff record in HR database.
  • Keep hard and soft copy of HR personnel file of each staff member.
  • Facilitation in updating staff record on MIS on regular basis and generate reports as ad when required.
  • Maintain intern’s database in hard and soft file
  • Inform supervisor and finance about any updates/changes in intern contractual terms.
  • Support in maintaining Consultant process in hard and soft file along with tracker in support of supervisor/HOSF.

d.     Vendor Contract Management & Payments processing

  • Processing Job AD invoices for payment, sharing tax challan and updating vendors on payments released accordingly.
  • Maintain vendor payment tracker
  • Keep supervisor updated on vendor contract renewal and closure.
  • Timely initiate renewal process with the support of Supervisor and HOSF. 

e.      Staff health insurance & Accidental insurance list

  • Keep staff health insurance & Accidental insurance list updated in coordination with supervisor and HOSF.

f.       Monthly & Annual Reports:

  • Prepare Monthly Annual Achievement Reporting
  • Prepare staff fluctuation report for Health & Group life Insurance
  • Prepare Monthly EOBI report
  • Any reports as and when required by other departments (in consultation with Supervisor & HOSF)

g.      Employee Relations:

  • Internal Circulation of office Memos, Webinars and E-courses.
  • Facilitation in organizing and conducting Staff training and development sessions.
  • Maintain attendance record for webinars, training sessions etc.
  • Maintain certificates of e-courses in staff personnel files

h.     Audit facilitation MIS Facilitation

  • Report any errors to supervisor and HOSF
  • Support staff members in handling MIS
  • Resolve issues in consultation with Supervisor, HOSF and developer.
  • Enter new joiner record as soon as they join and orient them on making profiles on MIS.
  • Facilitation in Internal as well as External Audits.

i.       Performance Evaluation

  • Maintain Probation evaluation tracker and inform Manager and HOSF about end of probation period 15 days prior to end of period.
  • Facilitate in conducting Annual performance evaluation
  • Facilitate in making HR Orientation presentations as well as designing new presentations for revisions in staff rules & Guidelines.
  • Handle HR tasks in absence of supervisor and provide full support to HOSF in best possible manner.
  • Any task assigned by Head of Support Functions and Manager HR.

 The responsibilities listed above cover most of the tasks that would be performed by the individual in this position; however, the HR Assistant can also be assigned other relevant official tasks by HOD Support Functions/ RD / Management as and when required.

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Female applicants are encouraged to apply

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