Human Resources Analyst / Officer

Organization summary:

Qatar Charity (QC) is a Doha-Qatar based International Non-Governmental Organization. Since the inception of QC Pakistan in 1992, the organization reflects its greater scope of work to respond to extreme poverty and Government’s priorities. QC through its field offices enabled itself to strategically address the developmental and humanitarian needs at the very local level. QC projects are categorized under six program pillars: Youth Leadership & Social Protection, Education, Provision of WASH, Health (with a focus on MNCH), Economic Empowerment & Sustainable Livelihood (EESL) and Disaster Response & Preparedness (DRP), along with its Seasonal Programs like Qurbani and Ramadhan program etc. In Pakistan, Qatar Charity is having its country office in Islamabad and field offices in KPK, Punjab, Sindh, Baluchistan, and AJK.

1.      Job Summary:

The position holder will be responsible to ensure the HRM in the application and delivery of HR policies and best practices to support QC needs and objectives, the position holder is primarily responsible for coordinating, administering, and executing a full range of HR functions for the respective office(s). S/he will collaborate with the line manager in the implementation of the HR initiatives and strategies necessary to effect human resources support duties. The position holder also serves as the first level source of technical HR related information, operational guidance, personnel reporting, employee relations and counseling, payroll processing, staff policies, employee development and training, and render lateral support to respective office(s).

2.      Job Responsibilities:         

a.      Technical

·        Work closely with line Manager to ensure timely and effective recruitment of qualified candidates, according to QC policies and procedures.

·        Maintain all staff database and provide staff related information as and when required.

·        Facilitate in recruitment process, including; contacting short-listed candidates for testing and interviews, conducting tests and interviews, references verification and completion of all HR related forms for new hires.

·        Provide and share regular updates regarding recruitment progress (recruitment matrix) with program department.

·        Maintain a database of evaluation and grading sheets.

·        Process all recruitment cases on Qatar Charity centralized portal.

·        Prepare and maintain all personnel and administrative related correspondences (job offer letters, employment contracts, promotions, transfers, experience letters and other related material).

·        Work with line manager on staff probations and implement timely confirmations in their appointments.

·        Perform all the formalities related to staff email ID generation and deletion.

·        Ensure that all the leaves are properly recorded and are in accordance to the time sheets submitted.

·        Coordinate with all relevant teams for HR related documentation and keep up to date record.

·        Prepare interview packages/schedules and share these with interview panellists well in time.

·        Coordinate with insurance company for staff group life coverage and inform the company for new joiner and resigned staff.

·        Process medical claims of staff and coordinate with finance department in this regard.

·        Process final settlement and gratuity payments of staff.

·        Handle all documentation related to annual performance evaluation

·        Perform any other task as and when assigned by the line Manager or the management.

b.     Management

·        Abide by QC’s Child Protection and Safeguarding related policies to keep children and young people safe and to respond to concerns about a child's safety or wellbeing.

·        Support the line supervisors that timely job orientation for the new staff is productively performed, and seek feedback from the new staff as per the policies and procedures stipulated in the organization HR & Operations Manual.  

·        Suggest ways to improve/address on organization new staff orientation and justification for it. 

c.      Compliance and Feedback

·        Ensure that all contracts i.e. employment, insurance and consultancy, adequately comply with organization policies, local laws and donor requirements.

·        Contribute in ensuring adherence to the organization’s Code of Conduct, Policies on Child Protection, PSEA and other related policies/SoPs to staff conduct and behaviours.

·        Timely process monthly EOBI payments. 

d.     Team Management and Performance

·        Respond to staff routine inquiries in accordance with established HR policies and procedures. 

·        Support HR/line manager in trainings and staff development programs.

·        Assist the line manager in assessing the staff training needs and support the implementation of both formal and non- formal staff training program. 

e.      Reporting

·        Keep track record of all correspondence related to HR department (memos, notification, emails, meeting minutes).

·        Ensure that staff files are accurately maintained and kept up-to-date in accordance with QC HR policies & procedures.

·        Provide and cross check staff payroll information with finance department.

·        Comply with all HR related information and update requirements from the management or the HQ.

·        Generate and analyse the monthly attendance report in light of minimum attendance and timing requirement. Share any nonconformities by the staff to the line manager on monthly basis.

3.      Job Requirements:

a.      Education

·        Master’s in Public/Business Administration or any other relevant discipline. 

b.     Relevant experience

·        Minimum 4 Years’ experience in the relevant fields with INGOs. 

c.      Computer knowledge

·        Must be proficient in MS office and other HRIS related software and tools. 

4.      Skills and Personality:

a.      Communication skills

·        Must have excellent communication and interpersonal skills.

·        Knowledge of English and Urdu, and knowledge of Arabic is a plus point. 

b.     Personality description

·        Must have strong character with developed management skills.

·        Must have pleasant disposition and friendly personality.

c.      Technical skills

·        The ability to meet tight deadlines, achieve results and work with minimal supervision.

·        Must be able to work under pressure and meet deadlines and work to established standards.

·        Willingness to frequently travel to remote areas across Pakistan.