Base HR Officer

About Secours Islamique France:

Since its founding in 1991, Secours Islamique France considers that diversity is wealth. We study therefore all applications to the extent that they present the skills required for the position to be filled.

Our Organization is particularly concerned with the ethical and deontological dimensions in all its activities. we therefore reserve the right to systematically check criminal records during the recruitment process, in accordance with current law. In line with this policy, SIF practices zero tolerance towards any type of fraud, corruption, harassment, abuse, or violence of any nature whatsoever, and, more generally, any violation of legislation, regulations, or the code of conduct established internally.

SIF is a humanitarian organization, and the principle of “Do no harm” is therefore central: we ensure that respect and the safety of the children we support in our projects is a primary consideration for all our collaborators and partners. Our charter is a real commitment: we mobilize all of our staff in the promotion, dissemination, and respect for the principles laid down.

Diversity, Equity & Inclusion:

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

Role in the Organization

Based in Quetta, Balochistan the HR Officer works under the direct supervision of the Field Coordinator Balochistan and technical supervision of Country Human Resource Management. He/she is skilled in INGO Personnel management and is a key player of the HR Function team, The Base HR Officer will:

• Perform all actions and produce all documents, feedback, 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.

Main Responsibilities

Objective 1: Update & Record HR Data & Files Activities:

• With the guidance of the 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 training.
• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct conflict of interest statement etc.
• Help Country Office HR in the preparation of job contracts under the supervision of the HR Manager.
• To liaise with the Country Office in ensuring that all staff have the Identity Cards.
• Assist in filling and maintaining HR Files & databases.
• 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 a record of EOBI, health insurance, and life insurance and share it with the Country Office.
• 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 Manager in all mission and Field offices 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 the collection of candidates' background information and reference checks.
• Prepare new employee files according to the instructions of the HR Manager.
• Assist HR Manager with the 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) and ensure contracts comply with the 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 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 the line Manager.
• Collect and check the overtime of all staff and share with the line Manager.
• Process staff Perdiems timely and keep a record of Perdiem data.
• Preparing 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 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 the 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 the payroll.
• Ensure to process all health claims of staff i.e. OPD claims & IPD Claims and to follow up with the Insurance company for their reimbursement on time.

Objective 5: Training & Development Activities:

• Support HR Manager in training needs analysis and maintain training inventory database and training plan.
• Support HRM in devising training plans 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 the 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 the HR Manager in the 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 purposes.

Objective 7: Coordination & Communication Activities:

• With the guidance of the 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 the translation of memos, staff questions, and official meetings.
• Supervision of office cooks and cleaners, preparation of their work plan, evaluations, supervision of 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 8: Data Protection:

• Responsible for managing and processing all the data related to projects or program staff.
• Ensure Staff's personal data and information is protected and archived in safe manner.
• Train data management staff on data safe handling, protection and management of data privacy.

SIF strictly prohibits dual employment and reserves the right to initiate appropriate procedural or legal measures in response to any violation of this policy.

SIF reserves the right to check criminal records according to the current law.

The SIF has a zero-tolerance policy towards any type of fraud, corruption, moral harassment, abuse or violence of any kind whatsoever and more generally any violation of legislation, regulations or its code of conduct.

SIF respects the humanitarian principle of "Not harm" and ensures child security as a primary consideration.

SIF is an equal opportunity employer that is committed to diversity and inclusion in the workplace.