Assistant Officer People & Operations - HR

Base Location: DI Khan

Department: People & Culture

Number of Positions: 01

Gender: M/F

Reports to: District Coordinator

Job Purpose: Under the overall umbrella of HR & OD department, the incumbent will provide operational services related to People & Operation function.

Key Accountabilities:

The job holder is accountable for fulfilling his / her roles and responsibilities in line with organisations's values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and team members.

The following are the main responsibilities that the role holder will be accountable for:

Technical/ Operational

• Assist staff in processing Job Requests and ensure availability of updated JDs showing essential and desired job competencies/skills.
• Ensure advertisement of approved positions through recruitment portal
• Conduct initial screening and logging of completed applications/CVs.
• Ensure timely preparation for recruitment affairs i.e. telephonic screening, scheduling interviews, calling candidates, sharing of structure interview questionnaire with panelist, conducting tests and negotiate with recommended candidates etc.
• Participate in interviews up to Assistant Officer Level.
• To ensure forms filling, documents collection and inductions of new staff.
• Remind the line managers about contract ending dates of their subordinates and advice on processing for extension/conclusion of contract.
• Processing of staff final settlement, facilitate exit interviews and its record keeping in personal files.
• Ensure comprehensive record keeping for CO/Rwp, AJK and KP based staff in line with standard SOPs of HROD Dept.
• Ensure availability of up to date employee personal files as well as their safety & confidentiality.
• To ensure the sharing of payroll details to CO by 15th of each month.
• To ensure entry/exit of staff, arrears details, advance salaries deduction, leave without pay and EOBI deduction in master payroll sheet according to info received from field and availability of supporting documents in hard.
• Check and process staff medical claims according to the organization’s medical policy by ensuring availability of dependent’s supporting documents.
• Ensure record keeping of processed medical claims in staff personal files and maintain payment record in spreadsheet for monitoring purpose.
• Assist in issuance of multi-purpose letters e.g. contract extension, bank account opening, experience letters etc. 
• Ensure availability of leave balances in leave management system (LMS) as per contract tenure.
• To review and update HRMIS according to hard record available in personal files on regular basis.
• Ensure registration of new joiners in HRMIS and their access to the organization’s extranet.
• To ensure maintenance and monitoring of attendance system, entry/exit of new joiners/leavers on regular basis.
• Printing & registration of employee ID cards.
• Provide support on the development and implementation of policies.
• To ensure knowledge of local labor laws.
• Assist in HR audits & provision of relevant data / information.

Operational

• Coordinate with internal (field P&C, finance, SC & S and organization’s staff) & external (EOBI, auditors and other NGOs etc.) stakeholders related to people & operations and other matters of mutual interest.
• Ensure preparation & record management of people & operations related information so that may be accessed by relevant individuals as & when needed.
• Preparation of daily, weekly, monthly and other progress reports for management’s info.
• Ensure proper filling of forms & formats as per desired standard
• Close coordination with line manager for effective implementation of policies / guidelines.

Organizational

• Support in compliance with the organization’s policies & procedures in true spirit for effective delivery of services.
• Understanding of the organization’s values and their demonstration in real time.
• Abide by the organization’s zero tolerance policy towards bribery & corruption as well as sensitize others on coping mechanism so that they can raise voice as & when feel inappropriate.
• Thorough knowledge of the organization’s strategic priorities & the way you can contribute in its achievement.
• Support in identification & documentation of organizational successes for show casing the organization’s work.

Person Specification: It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission as well as commitment to its PSEAH (preventing sexual exploitation abuse and harassment) protocols. The organization has a zero-tolerance policy towards PSEAH and don’t support any action that promotes or encourages PSEAH.

The organization is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom the organization engages. The organization expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Qualification: Bachelors/Masters MBA preferably in Human Resources

Experience: 1 Year of relevant experience with Master / 2 Years with Bachelor

Language: Urdu, English and local languages

Value Added Skills

• Very Good Knowledge of HR Operations
• MS office (especially in MS Excel)
• Networking & self confidence
• Excellent understanding of market practices, best management practices in Operations

Please note, we are only able to accept applications from candidates who are eligible to live and work in the Pakistan. We are unable to progress applications which would require sponsorship. 

Our values and commitment to safeguarding

The organization is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom the organization engages. The organization expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. The organization also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Pre-employment Checks:

Any employment with Islamic Relief will be subject to the following checks:

• Screening clearance
• Receipt of satisfactory references

We are an equal opportunities employer.

DECLARATION:

By applying for this position with the organization;

I confirm that the above information in the CV/Application is complete, correct, and updated and that any untrue or misleading information will give my employer the right to terminate any employment contract offered.

I agree that information contained within this application and supporting documents (including "sensitive information) may be accessed, stored and used and by the organization in accordance with the Data Protection Act 1998