General mission

The Administrative Officer manages personnel administration activities in her geographical area in accordance with current legislation.She/He ensures that the mission’s HR-related administrative procedures are consistent with HI's HR policies and frameworks and with local law and practices.

Job location: Peshawar

Line manager:  Area Manager/ HR Manager

Working hours and days: 40 hours/week (see internal staff regulations)

Time spent in percentage terms:  100%

Missions / Responsibilities (*)

Mission 1: Contributes to the quality of personnel administration for HI staff in the program

• Rolls out personnel administration policies, processes and tools

• Establishes and monitors the contractual system for the Programme’s national staff.

• Organises staff briefings on administrative matters and local employment conditions

• Produces documents and applies regulatory procedures concerning personnel administration

• Is responsible for implementing HI’s social security policy fairly and in compliance with local legislation

• Ensures that personnel files are archived in compliance with HI’s rules

Mission 2: Is responsible for, or helps with, payroll management

• Is responsible for implementing the payroll process within her scope of responsibility in compliance with HI’s legal and social obligations, rules and policies

• With delegated authority from the country director, represents HI with local administrative authorities (employment inspectorate, etc.).

Mission 3: Oversees staff movements in his/her geographical area.

• Ensures the obtaining, monitoring and renewal of visas for international staff that can be carried out locally

• Is responsible for implementing and monitoring the R&R policy in her geographical area

Mission 4: Legal and social aspects: participates in monitoring compliance with the HR legal framework in his/her geographical area

• Monitors and informs her manager of the need to renew the legal documents ensuring the legal exercising of the Association's activities

• Ensures compliance with HI's legal obligations within her scope of responsibility: paying the appropriate social contribution rates, updating knowledge of social minima and legal obligations, etc., as well as ensuring compliance with the rules of accountability towards donors.

• Relays or organises the dissemination of information to staff (mandatory notices).

• With delegated authority from the country director, represents HI with local administrative authorities (employment inspectorate, tax authorities, etc.).

• Is responsible for the existence, legal compliance and implementation of a staff-representative system within the Programme and represents HI on these bodies

• Ensures that contracts with local legal advisors specialising in employment law are in place if needed

• Contributes to the management of ongoing disputes with third parties or employees in his/her geographical area

Mission 5: Operational implementation of HR

5.1: Oversees the dimensioning and quality of Programme resources:

• In conjunction with the Finance Manager draws up the HR budget for project proposals, and coordinates the budgetary management of the staff wage bill, projects and the programme.

• Is responsible for the programme's remuneration and social benefits system (policy, processes, tools); monitors contextual factors that influence remuneration.

• Monitors employer diversity policies: Disability (BeHInclusive), Gender, Age.

• Manages and ensures the quality of the Programme’s recruitment policy and is responsible for the sourcing process

• Coordinates the HR reporting schedule in place on the Programme and in accordance with HI's global HR deadlines.

• Ensures or participates in the communication of HI policies and frameworks to managers: explains, clarifies, answers questions

• Is responsible for monitoring the correct application and compliance of HR frameworks and policies by managers

5.3: Assists managers on hi/her Programme with the implementation of HI's HR policies:

5.5: Supports the Country Manager with the deployment of the HR part of the Code of Conduct and the PSEA, the Fraud and Corruption Policy and other institutional policies

Mission 6: Emergency preparedness and response

Contributes to the programme's emergency preparedness actions and, during an emergency response, adapts his/her working practices to help facilitate an effective humanitarian response by HI

Mission 5: Staff Health/life care

Ensuring timely addition of staff and their immediate family member for Health Insurance and deletion in case of staff leaving HI. For life insurance, ensuring that all staff is insured and deleted in case leaving HI.

Mission 6: Emergency preparedness and response

Contributes to the programme's emergency preparedness actions and, during an emergency response, adapts his/her working practices to help facilitate an effective humanitarian response by HI