Human Resource Officer

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 labour law, staff management policies & HR toolkit.
• Responsible for updating the Mission Org Charts.
• Focal Point for HR SharePoint Maintenance and update.

Induction:

• Schedule and follow up on the induction plan and ensure all Probation Period validation is received and filed.
• Responsible for ensuring all Staff have valid Contracts
• Ensure that the contracts are signed and filed by all the staff and updated in SharePoint.
• Ensure the proper Settlement as per Pakistan law and SIF IR
• Compiles the HR report and compares it with Database and Organogram
• Managing Employee Benefits: Taking care of health insurance, EOBI, gratuity, and enrolling staff in health and life insurance.

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.
• 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 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 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 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 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 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.

Objective 8: 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 safely manners.
• Train data management staff on data safe handling, protection and management of data privacy.
• This list is not limited; t/he employee may be required to perform any other task necessary and compatible with its functions.

Note: This position is required on an urgent basis, we recruit on a rolling basis and is contingent upon donor funding. Only shortlisted candidates will be called for an interview. As SIF reserves the right to accept or reject any or all CV(s) without assigning any reason.  Preference will be given to local candidates. We are an equal employment opportunity employer and females are strongly encouraged to apply.