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Human Resource Officer
Pakistan Centre for PhilanthropyIslamabad, Islamabad Capital Territory, Pakistan7 days ago
Job descriptionFollow 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 compares with Database and Organigram. 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 in 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. 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 the 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). 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 other and ensure all documentation is completed timely and according to the procedures. 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. 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. 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. 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. 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 safe manners. Train data management staff on data safe handling, protection and management of data privacy. Higher national diploma or College degree or other advanced technical qualifications in Human Resource Management or any relevant degree. Minimum 3 to 4 years of experience required preferably in NGO / INGO sector. Fluent in English and Urdu. Excellent computer knowledge with command on MS Excel among other packages of MS Office. 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. 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. 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.
Overview
Based in Islamabad, HR Officer works under the direct supervision of the HR Manager. He / she is skilled in INGO personnel management and is a key player of the HR Function team. HR Officer will perform actions and produce documents, feedbacks and links to help the organization achieve its objectives and provide self-audit and monitoring capacity. Provides support in various human resource functions, including recruitment, staffing, training and development, performance monitoring and record keeping. Supervises 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
Objective 4 : Recruitment Activities
Objective 5 : Payroll Management Activities
Objective 6 : Compensation & Benefits Activities
Objective 5 : Training & Development Activities
Objective 6 : Internal and External Audits Activities
Objective 7 : Coordination & Communication Activities
Objective 8 : Data Protection Activities
This list is not limited; t / he employee may be required to perform any other task necessary and compatible with its functions.
4. REQUIREMENTS
Education
Experience
Languages
Knowledge
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Human Resource Officer • Islamabad, Islamabad Capital Territory, Pakistan
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