Based in Islamabad, HR Officer works under the direct supervision of the HR Manager. He/she is a skilled in INGO Personnel management and being a key player of the HR Function team HR Officer will:

-        Perform all actions and produce all documents, feedbacks and links that will allow the organization to achieve its objectives and provide self-audit and monitoring capacity. Provide support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and record keeping. Supervise cleaner and cook

Objective 1: Update & Record HR Data & Files

Activities:

• With the guidance of HR Manger, maintain up-to date and accurate computer and hardcopy personnel files, prepare job announcements/job descriptions, file documents in personnel files, conduct interviews, recruit staff, and facilitate new employee orientations and trainings.
• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct and conflict of interest statement etc.
• Prepare job contracts under supervision of HR Manager
• To liaise with logistics department in ensuring that all staff have the Identity Cards.
• Assist filling and maintaining HR Files & database.s
• Assist in updating and maintaining employee benefits, employment status, and similar records in staff files
• Assist in maintaining records related to grievances, performance reviews, and disciplinary actions
• Assist in performing file audits to ensure that all required employee documentation is collected and maintained
• Assist HR Manager in performing payroll and benefits audits
• Complet exit clearance paperwork and assist with exit interviews
• Keep record of EOBI, health insurance and life insurance
• File originals of all documents listed above and ensure all files are constantly updated
• Ensure confidentiality of sensitive files.

Objective 2: Recruitment:

Activities:

• Assist HR Managers in all mission and filed bases with ongoing and new recruitment.
• Post job ads and organizing resumes and job applications.
• Schedule job interviews and assisting in interview process
• Responsible for maintaining recruitment and selection notes and administrative records for each post
• Assist with collection of candidates background information and reference checks
• Prepare new employee files according to the instructions of the HR Manager
• Assist HR Manager with orientation of the  new employees to the organization
• Ensure the regular updating of their records based on personnel movements (end of probationary period, promotion, termination, resignation) ensure contracts comply with HR manual
• Keep personnel files of all staff upto date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters etc)

Objective 3: Payroll Management

Activities:

• Assist HR Manager in Payroll and Benefits Administration
• Ensure the Salary charging is correctly done
• Collect & update leave data of all staff and timely share with line Manager
• Collect and check staff overtime of all staff and share with line Manager
• Process staff Perdiems timely and keep record of Perdiem data.
• Preparing monthly pay slips for CO staff
• Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.

Objective 4: Compensation & Benefits

Activities:

• Maintain all staff medical insurance and timely ensure new hires have medical coverage from day one
• Ensure Current and new staff is enlisted into life insurance
• Ensure all staff is listed with EOBI and to process the claim of any staff that reaches the age of benefit eligibility as per policy
• Ensure to keep staff Leave benefits and provide data as and when required
• Assists in design and implement of the Performance Evaluation System.
• Coordinate with base HR to process the final settlements for the leaving staff as per policy
• Process staff compensation for their working on public holidays i.e. Overtime of the same day is to be added in payroll
• Ensure to process all health claims of staff i.e. OPD claims & IPD Claims and to follow up with Insurance company for their reimbursement on time.

Objective 5: Training & Development

Activities:

• Support HR Manager in training need analysis and maintain training inventory database and training plan.
• Support HRM in devising training plan for all mission staff.
• Identify trainings and organizations who provides trainings as per needs
• Participate in professional training and development activities, design and implement the Performance Evaluation System.
• Under supervision of HRM organize in-house training sessions and workshops.
• Manage and Provide staff orientation when needed.

Objective 6: Internal and External Audits

Activities:

• Assist HR Manager in Preparation of reporting and audit documentation.
• Ensure Internal control audits, and initiate and implement actions necessary to correct weaknesses.
• Prepare all staff files as per audit needs.
• Keep all files and folders up to date for internal and external audits.
• Responsible of all soft and hard data maintenance and provision to HRM for audit purpose.

Objective 7: Coordination & Communication

Activities:

• With the guidance of HR Manager, provide local staff with information about their terms of employment, leave, as well as other relevant information.
• To act as liaison between the expat staff and cleaners (translating when necessary)
• Assisting with employee relations matters as needed
• Assisting in translation of memos, staff questions, official meetings.
• Supervision of office cooks and cleaners, preparation of their work plan, evaluations, supervision of request for cleaning and hygiene materials and cooking etc.
• Ensure participation in coordination meetings of HR if any
• Communicate all matters related to employees to HR Manager in order to maintain office decorum

This list is not limited; the employee may be required to perform any other task necessary and compatible with its functions.

• Knowledge of Record keeping                                                                                              
• Ability to organise work schedule on regular basis and flexibility; discrete and respectful to confidentiality                                                                                                                                               
• Good Team player and motivated to work in remote and uncertain environment respecting standard operating procedures as devised and instructed.
• Bachelor’s degree or Bachelor degree in human resource or any related subject                 
• Minimum of 4  years related work experience with I/NGO                                                                        
  • Bachelors Degree in HR or equivalent.  
  • Organizational and writing skills.
    • Strong command of the English language and fluency in spoken Urdu.
    • Supervisory Skills
    • Team Building Skills
    • Problem Solving Skills
    • Stress Management Skills
    • Interviewing Skills
    • Stress Management Skills
    • Time Management Skills
    • Effective Written Communication Skills
    • Negotiation Skills
    • Knowledge of MS Office (MS Word & MS Excel in particular).

The incumbent must have proficient knowledge in the following areas:

• Human resources management in general
• Preparation of job descriptions
• Market survey related to staff salaries and benefits
• Interview techniques
• Performance review methods and techniques
• Staff training, development and recognition
• An understanding of relevant legislation, policies and procedures

Position based in: Islamabad, Pakistan