Disclaimer: The position is advertised for emergency roster pool generation only. shortlisted candidates will be kept in the pool and will be contacted for the role in case of any emergency project. Management will update the list every three months.

Relevant Experience: Bachelor's degree in relevant field with minimum 01 to 02 years experience in relevant field in development sector

Position Objective: The position will support the HR Officer in Recruitment, and documentation of Staff Personal Files. Being an HR Assistant, to manage & conduct all the activities regarding recruitment & selection procedures, documenting all the personal files, support in HR Officer in HR Operations. 

Job Description:

Mission1: Support in Recruitments

The HR Assistant is responsible for:

• Prepare longlisting for all positions as per criteria mention in the JD of the position and review all shortlisting prepared by hiring managers to ensure criteria is met.
• Schedule test as per the guidelines in the Recruitment and Onboarding SOP and ensure transparency in the process.
• Schedule interviews and participate in the interview as HR representative for position below officer level.
• Prepare the comparative sheet and share with panel members for their validation.
• Prepare the job offer and share with HR Officer for review and validation.
• Ensure timely reference checks of the selected candidates and inform relevant authorities of the discrepancies, if any. 
• Communicate the final results of the recruitment process to the candidates, both selected and regretted.
• Follow the HR recruitment policy to ensure inclusion guidelines are met.
• Ensure that the recruitment tracker is constantly updated.

Mission2: Staff Onboarding and Personal File Management.

 The HR Assistant is responsible for:

• Coordinate with relevant departments and ensure that on boarding requirements for the new recruit are done including but not limited to ensuring logistical arrangements (workstation, stationary, employee/health cards) as well as IT arrangement(Laptop, email ID, relevant access to ACF systems)
• Coordinate with the relevant departments and prepare an orientation and on boarding plan for the new joiner. Make sure that employee attend all the orientation sessions and record and maintained accordingly.
• Coordinate with the relevant departments and prepare an orientation and on boarding plan for the new joiner. Make sure that employee attend all the orientation sessions and record and maintained accordingly.
• Make sure HRIS is properly updated and share with HRO for review and further necessary processing.
• Prepare the personnel files and ensure all personnel files are complete and kept properly as per checklist.
• Make sure that all relevant documentation is kept in the employee personnel file.
• Keep the checklist in employee personnel file for record maintenance.
• Prepare and maintain contract management tracker for the staff and ensure timely steps are taken to cater to the needs of contract changes, if any.
• Any other responsibilities assigned by the HR Officer for smoothly running the HR function

Mission3: Leave & absence Management

The HR Assistant is responsible for:

• Ensure updating leaves tracker & Homere leaves updations as per procedure
• Collection & maintenance of approved leave forms

Mission4: Support in Documenting the Performance Management

The HR Assistant is responsible for:

• Supporting and coordinating the Performance Management Cycle
• Follow up with PO Team, line and technical Managers, HR Assistants and staff in order to ensure timely completion of performance management cycle
• Documentation & preparation of compliance rate of performance reviews

Mission 5 : Ensure compliance with ACFs gender equality, child protection sensitivity and Safeguarding policies

The HR Assistant is responsible for:

• Read and ensure a full understanding of ACFs Gender, Child Protection and other safeguarding policies  
• Implement all work related activities with a gender, inclusion and child protection lens
• Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability

Specific skills needed to perform the function:

• Fluent in English, reading writing and speaking and/or local language of the program implementation area
• Excellent computer skills
• Excellent coordination and interpersonal skills
• Team management skills
• Multitasking
• Ability to handle stress and pressure

This Job Description may evolve according to the needs of the mission and in view of the ever changing scope of your designation.