2. ROLE IN THE ORGANIZATION

Based in Islamabad, HR Officer works under the direct supervision of the HR Manager. He/she is 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.

3. MAIN RESPONSIBILITIES

Objective 1: General Role

• Responsible for the implementation of policies and tools.

• Gives regular feedback to the HR manager regarding good practices, challenges faced and solutions found regarding the implementation of HR tools and policies.

• Responsible for the quality of the database.

• Responsible for advising Field Offices on Internal Regulations and labor law, National staff management policies & HR toolkit.

• Responsible for updating the Mission Org Charts.

• Focal Point for HR Sharepoint Maintenance and update.

Objective 2: Induction

• Follow up on the induction plan and ensure all Probation Period validation received and filed.

• Visa and Travel arrangements for Expats.

• Responsible for ensuring all Staff have valid Contracts.

• Ensure that the contracts are signed and filed per all the staff and updated in the sharepoint.

• Ensure the proper Settlement as per Pakistan law and SIF IR.

• Compiles the HR report and compare with Database and Organigram.

Objective 3: Update & Record HR Data & Files Activities

• With the guidance of HR Manager, 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.

• 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.

• Complete 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 4: Recruitment Activities

• Assist HR Managers in all mission and field bases with ongoing and new recruitment.

• Post job ads and organize resumes and job applications.

• Schedule job interviews and assist 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 up to date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters etc).

Objective 5: 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.

• Prepare monthly pay slips for CO staff.

• Make the administrative follow-up of staff sick leave, annual leaves and others and ensure all documentation is completed timely and according to the procedures.

Objective 6: 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.

• Assist in design and implementation 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 7: 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 provide 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 8: 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 for all soft and hard data maintenance and provision to HRM for audit purpose.

Objective 9: 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.

• Act as liaison between the expat staff and cleaners (translating when necessary).

• Assist with employee relations matters as needed.

• Assist in translation of memos, staff questions, official meetings.

• Supervise office cooks and cleaners, prepare their work plan, evaluations, supervise requests 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.

Objective 10: Data Protection Activities

• Responsible for managing and processing all the data related to projects or program beneficiaries.

• Ensure beneficiaries' personal data and information is protected and archived in a safe manner.

• Train data management staff on data safe handling, protection and management of data privacy.

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

4. REQUIREMENTS

Education

• Higher national diploma or College degree or other advanced technical qualifications in Human Resource Management or any relevant degree.

Experience

• Minimum 3 to 4 years of experience required preferably in NGO/INGO sector.

Languages

• Fluent in English and Urdu.

Knowledge

• Excellent computer knowledge with command on MS Excel among other packages of MS Office.

• Excellent communication skills.

• 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.

Competencies

• Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.

• Address needs and requests in a professional way.

• Always interact with children in presence of their parents or caregivers.

• Always respect beneficiaries’ confidentiality.

• Report any incident or act that causes harm to beneficiaries or to others.

• Aware of child protection/safeguarding concept.

• Excellent interpersonal and conflict-resolution skills.

• Strong analytical skills.

• Able to establish and maintain effective working relations with people of different cultural backgrounds.

• Strong cross-cultural communication skills.

• Rigorous and polite.