Introduction:

The Fleming Fund (FF) is a U.K. Department of Health and Social Care programme to help low- and middle-income countries fight Antimicrobial Resistance (AMR). AMR poses a severe global threat, expected to cause 10 million deaths annually by 2050. With potential costs reaching $100 trillion, its impact on the global economy is significant. Fleming Fund Grants aim to tackle the AMR challenge in developing countries including Pakistan. The grants are funded by the UK Department of Health and Social Care and managed by Mott MacDonald for the country, regional and fellowship grants. Pakistan has received Fleming Fund support since 2019 in the form of two Country Grants, 9 Fellowships, and central and local procurement of equipment, reagents, and consumables. Between 2017 and the end of phase-1 of the program in March 2023, the program has provided financial support to grantees to establish and support local development of national AMR surveillance systems. 

In partnership with the Fleming Fund, DAI's programme in Pakistan collaborates with the Pakistani government to strengthen systems using a “One Health” approach – a multisectoral approach to complex health problems that reaches across human health, animal health, and environment sectors. As global leaders in One Health, the DAI team helps incorporate One Health across programme interventions. DAI is helping Pakistan become a leader in combating antimicrobial resistance, and a model for better management of antimicrobials in human and animal populations. DAI and its consortium partnershave successfully secured an additional round, Phase 2, of the Fleming Fund Country Grant in Pakistan which spans from January 2024 to December 2025. The Phase 2 of the FFCG programme focuses on achieving four intermediate outcomes: 1) Production of quality AMR/U/C and burden of disease data; 2) Conducting quality data analysis; 3) Sharing quality data analysis with decision-makers; and 4) Contributing to sustainable investments at both the country and global levels to counter AMR.

Overview of the Position:

The HR & Admin Officer will provide comprehensive support to the Director, Finance, Operations, & Compliance and Admin, Procurement, and Logistics Manager in managing various HR and Admin functions. This role includes managing recruitment processes, contract administration, personnel file maintenance, timesheet management, administrative tasks, and contributing to the overall success of the project. The HR & Admin Officer will collaborate closely with the staff. This position directly reports to the Director of Finance, Operations, & Compliance and the Admin, Procurement, and Logistics Manager in Islamabad.

Roles and Responsibilities:

Human Resource Management:

• Ensure implementation of HR policy including Recruitment, Training, Appraisals and Compensation/Benefits.
• Carry out the recruitment of long-term and short-term local employees in compliance with established procedures and regulations, including but not limited to collection of Personnel Requisition Forms, posting job advertisements, prescreening candidates, interviews scheduling, collecting documents, conducting reference checks, preparing employment and short-term consultancy agreements.
• Manage staff onboarding processes including orientation, which will include regarding the project and relevant DAI policies and procedures.
• Ensure personnel and recruitment files are maintained according to DAI policies and procedures and ensure in a manner that ensures confidentiality.
• Assist in implementing Fleming Fund policies and procedures.
• Manage EOBI and health/life insurance processes.
• Process staff insurance claims to the insurance company for processing, update and maintain the medical claims tracker and timely enrolment of new staff in health/life insurance.
• Handle invoicing and payment management for short-term consultants, maintaining relevant trackers.
• Ensure accurate completion and processing of timesheets, addressing leave and timesheet queries for the staff.
• Maintain the Leave Management System.
• Monitor contractual data for timely modifications and extensions.
• Maintain a comprehensive employee information database in TAMIS and Excel form.
• Manage the staff appraisal and performance management process, maintaining a performance tracker.
• Facilitate the exit clearance process for the staff.

Administration:

• Prepare visa letters, undertakings, and embassy/High commission requests for international visitors of Fleming Fund.
• Coordinate administrative tasks and operations, including managing office supplies, equipment, and facilities.
• Process the invoices of goods and services delivered ensuring accuracy and completeness of documentation and timely payment.
• Assist senior management with various administrative tasks.
• Maintain accurate and organized records, both electronic and physical.
• Review of different spreadsheets, invoice summaries, vehicle and generator monthly fuel consumption reports, support staff and drivers’ overtime.
• Provide support in arrangement of different meetings/events and provide administrative support to ensure office operations are conducted in a timely and effective manner.
• Perform any other task assigned by supervisor.

Requirements (Education, Experience, Skills, Languages.):

• Masters or Bachelor’s degree, preferably in HR and Administration.
• 2-3 years of relevant experience is desirable.
• Knowledge of HR & Admin functions (pay & benefits, recruitment, training & development etc.)
• Understanding of labor laws and disciplinary procedures.
• Highly organized with keen attention to detail, and ability to prioritize multiple tasks.
• Proficiency in computer applications including MS Office: Word, Excel and PowerPoint.
• Discretion with confidential information.
• High standards of integrity; professionalism and impartiality.
• Strong communication and interpersonal skills.