HR Manual / Processes Document



Conduct a thorough HR Audit exercise and find out the improvements required to address


Prioritise the HR functions which requires to update, enhance, and develop mechanism


Provide advice and support to managers and staff on interpretation and application of policies and procedures and on other HR related matters


Develop HR practices and processes aligned with the organisation’s overall strategy and to meet the evolving needs of the organisation


Interpret review and maintain policies and procedures and recommend changes as required


Complete the HR Manual / Processes Document 



Contract Management



Provide oversight on all contracts and other legal documents like employment contract agreements & addendums etc to ensure that each stipulation and annex is within the acceptable bounds of the law and duly follows the P & P requirements



Issuance of Contracts


Addendums


Reference / Experience Letters


Termination and Warning Letters




On-boarding



Conduct periodic Staff Orientation and ensure new employees are properly oriented


Implement plan for new employee induction and orientation at all levels at the units and subsequent follow-up on progress of new recruits in their jobs through the induction & probation period including identification of any training needs to complement the learning on the job


Plan and develop orientation materials and ensure new employees are properly oriented.



HR Operations



Ensure that personnel files of Pakistan’s Joblogic staff are maintained as per approved checklist and Develop a structure and mechanism for maintain employee files 


Coordinate with Insurance Company for the facilitations / claims handling which includes;



Development Health Insurance Information Management System


Health Insurance orientation


Development and timely management of all staff online staff health insurance database for HR focal persons.


Timely processing of health insurance bills.


Assist in processing of health insurance bills.


Ensure all staff data is up to date; reconcile the data and ensure all staffing changes are communicated to the vendors.


Ensure follow up with the insurance vendors for employee concerns


Processing of all claims for Health Insurance claims


Verify data for staff addition and deletions for processing health insurance



Establish and maintain HRIS (BreatheHR) 


Processing of final settlement of staff left


Ensure that leave record of all provincial staff is maintained



Organisation Development



Advise the management on the culture and structural development of the organisation


Act as a change agent providing the support mechanism to the management helping them implement major changes to the operations of the organisation


Develop Career Path and Staff Development initiatives for enhancing staff effectiveness and retention


Supporting and leading Pakistan’s staff in relation to all HR and OD issues, ensuring compliance with approved policies and procedures



Performance Management and Other Capacity Issues



Supporting the development of an organisational culture that promotes accountability and high performance and frees up our people to deliver outstanding results


Ensure that performance reviews are conducted regularly by supervisors; provide training and advice to managers on effective implementation of performance management


Lead on refresher training for staff in HR policies and procedures including performance management


Monitor and advice on disciplinary matters in consultation with Compliance and Legal section accordance with established policies and procedures



Handling staff queries


Counselling sessions


Record keeping of disciplinary matters



Mediate and investigate conflict, grievances and harassment cases


Advice and counsel staff in respect of rights, responsibilities, code of conduct and difficulties associated with work related matters.


Monitor and advise on disciplinary matters in accordance with established policies and procedures



 HR Compliance



Ensure fair and consistent implementation of human resources policies and procedures


Monitor labour legislation and ensure compliance with this and all labour administrative activities.

- Support group HR in managing the overall provision of Human Resources services, policies, and programs
- Carry out talent management programs, including workforce planning, recruiting, interviewing, hiring, training and development; performance planning, leadership development program and succession planning
- Supervise HR team and develop task oriented culture
- Oversee the recruitment need of FWO and design recruitment plans to avoid delays.
- Ensure efficient and competency base performance evaluation system
- Oversee the salary and compensation policies and ensure that they are attractive to retain the existing staff and to draw the attention of talented people from market
- Scrutinize and recommend cases for grant of financial assistance to civil employees
- Resolve staff grievances
- Analyze and determine present and future requirement of the organization in conjunction with organization objective and budget

1. WORKFORCE PLANNING & STAFFING
* Work with senior management to forecast staffing needs and develop proactive staffing plans to ensure continuous and smooth head office and field operations.* Assist managers in developing job descriptions.
* Analyze statistical data and reports to identify and determine causes of personnel problems and develop recommendations for improvement of organization's personnel policies and practices.
* Prepare and follow budgets for HR and administration operations.
2. COMPENSATION & BENEFIT ADMINISTRATION
* Administer compensation, benefits and performance management systems, and the ALIGHT Learning, Education and Development System (LEADS) program.
* Analyze and modify compensation and benefits policies to establish competitive programs and ensure compliance with legal requirements. 
3. POLICY & PROCEDURE DEVELOPMENT
* Advise managers on organizational policy matters. Ensure that HR Policy is up to date and in compliance with local labor law. 
4. EMPLOYEE DEVELOPMENT AND TRAINING
Plan and conduct new employee orientation. Provide staff orientation to new employees. Brief every new employee on all Alight policies and procedures. Discuss the Alight manuals and administration.
 5. EMPLOYEE RELATIONS
Serve as a link between management and employees by handling questions, interpreting and administering policies and contracts and helping resolve work-related problems.
Oversee and monitor performance management program. Provide advice and assistance on staff performance evaluation.
 6. SUPERVISION
Plan, direct, supervise, and coordinate work activities of subordinates related to HR services. 
7. REPORTING
Maintain records and compiles statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.
8. OTHER:
Represent organization at HR-related INGO meetings. Perform visits to the field offices to ensure the tall proper HR policies and procedures are being carried out.

HR Compliance
- Ensure implementation of Human Resource policies and SoPs and take responsibility for maintaining strict compliance with policy manual
- Responsible for managing disciplinary and grievances related information and advising as per policy and procedures of organization
- Ensure implementation of comprehensive HR policies and procedures, and remain compliant with local labor laws
- Ensure teams remain compliant with HR policies and procedures
- Ensure appropriate dissemination of information to programme staff, especially related to HR
- HR Audits

Recruitment & Induction
- Ensure a smooth, transparent, independent and completely documented hiring process.
- Hiring of all program managers/leads and coordinators with interviewing and selecting new staff.
Performance Management
- Conduct the staff review process using performance appraisals and regular meetings with line managers
- Trains and assists line managers to prepare and deliver Performance Appraisals on time
HR Operations
- Ensure complete and up to date personnel files are maintained for all locally hired staff and STTAs
- Collaborates with Finance section on the preparation of staff salaries, STTAs payments, EOBI payments.
- Prepare Labor tracker and to share with Finance for further donor compliance.
- Monitor and validates leaves entitlements as per contract and ensure all staff have leave plan in place before leaves are taken.
Other Responsibilities
- Advise staff on policies and procedures and employment relations and provide expert advice on compensation and benefits and organizational development
- Coordinating with DAI HO on regular basis regarding recruitment approvals, HR updates, clarifications, resignations, processing final payments of staff and STTAs
- Correspond with insurance companies for staff claims, additions, group medical benefits/and life assurance plans
- Coordination with HO for creation/deletion of TAMIS ID’s

Policies and Procedures
- Supervise the Human Resources function to ensure that advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters.
- Supervise the development & implementation of HR practices and processes aligned with the organisation’s overall strategy & Quality Standards to meet the evolving needs of the organisation.
- Provide advice and support to managers and staff on interpretation and application of policies and procedures and on other HR related matters.
- Plan, develop and implement the organizational culture and structural transformation.

Staff Recruitment and Retention
- Closely work with the program development teams in designing the structures and provide assistance in project structures for bidding proposals.
- Ensure appropriate recruitment, retention and succession of staff including orientation programs
- In collaboration with Finance & Grants Lead, ensure maintenance of updated information on staff salaries, allowances and income tax calculations in compliance with current laws and regulations
- Monitor and evaluate recruitment and placement related activities of the field office, while ensuring adherence to policies and procedures in filling these posts and recommend changes or corrections related to procedures.
- Establish and maintain HRIS
- Share recruitment matrix and related information with Country office on weekly basis.

Performance Management and Staff Development
- Ensure that performance reviews are conducted regularly by supervisors; provide training and advise to managers on effective implementation of performance management
- Lead on refresher training for staff in HR policies and procedures including performance management
- Monitor and advice on disciplinary matters in consultation with Compliance and Legal section accordance with established policies and procedures

- Focal person for all field HR queries and to rectify them accordingly.
- Plan recruitment for all new positions by making a weekly schedule of interviews and ensuring the finalized candidates are brought on board.
- Cope with staff issues and concerns effectively.
- Ensure that a fair and transparent recruitment system is in place.
- Organize orientation and refresher sessions on big 09 policies for all new recruits at regular intervals.
- Share weekly recruitment updates with Islamabad for reporting purpose. Also ensure recruitment updates are reflected in the respective organograms as well.
- Ensure proactive communication with field sector heads about expiring grants, new and vacant positions etc.
- Ensure smooth and timely closure of Grants i.e. sharing of Accruals, processing Final Settlements, minimizing negativity among departing staff.
- Ensure timely submission of the Quarterly Effort Report.
- Perform any other task as and when assigned by the department.

Recruitment & Selection
- Provide general support to talent acquisition leadership and coordination of day to day activities
- Maintain calendars and schedules of interviews both internally and externally
- Preparing and posting job advertisements (Internal and External)
- Create and maintain reports of key recruiting metrics
- Schedule and track all interviews, offer processes and event schedules
- Interface with hiring managers to ensure smooth efficiencies through the recruiting and on boarding process
- Work with TA team and provide status updates on recruitment to the Sr. Coordinator Talent Management and Acquisition
- Manage, maintain relationships and support with all external vendors
- Support recruiters in the applicant tracking system (ATS)/ Recruitment Matrix with reports and data entry
- Participate in the interviewing and selection process of all open positions.
- Ensuring availability of valid Job Descriptions and if required support to the hiring managers in preparation of JDs

Payroll
- Prepare payroll change report every month and share with the Compliance and Payroll unit. Also, provide all Change in payroll related documents to Operations unit.

Reporting/HRIS
- Ensure recruitment matrix is up to date all the time and shared with Director HR & OD every month.
- Collation and verification of data from all field locations for reporting to Management as and when required. Sharing the HR Dashboard with Director HR & OD every month.
- Maintaining an up to date HRIS including all staff details used for audit purposes, payroll, etc.

Consultancy
- Coordinating the consultancy process from the scratch till the end and advising hiring managers as and when required.

Secondment
- Focal person for facilitating the secondments for all staff members including local as well as regional.

Short-term consultancy contact with International Management Consultant Worldwide Ltd (imcworldwide.com) as Recruiter. The short term consultancy embraces the personnel hiring of DFID - Education Project in Punjab and KPK with the project title HUMQADAM. The project represents to improve the Pakistan’s School Infrastructure to meet the country’s growing educational needs in the 21st century

- Leading the Talent Acquisition team and responsible for the overall sourcing of Country Program comprises of Health & Nutrition, Education and Child Protection to identify the potential human resource to achieve strategic goals.
- Closely works with Director HR & OD on developing the recruitment strategy and planning ahead for projected upcoming talent acquisition needs such as referring to Retrenched staff database in case of bulk hiring.
- Focal person from Pakistan for international secondment and deployments. Regular coordination with regional HR team for any HR related matter, new initiatives, secondment agreements and ongoing support.
- Work closely with proposal managers, building up teams to work.
- Source appropriate candidates through internal and external networks, industry events, SCI internal candidate management system and online electronic resources.
- Carry out extensive interviews with international/national consultants from all levels.
- Monthly Management report to CD including recruitment tracker, gender and ethnicity ratio and key initiatives and challenges
- Visiting programme intervention areas in KPK, Sindh & Punjab to solve the enquires and investigations along with sensitizing employees about the values and mission of Save the Children.
- Committee member of National Emergency Response Team

- Responsible for recruitment and selection of PKCO and look over field recruitments.
- Developing the HR objectives and strategies at the Field level along with ensuring that they are properly implemented at all districts by carrying out regular field visits in all interventions as per the standard SOPs.
- Analyze and evaluate recruitment and placement related activities, while ensuring adherence to policies and procedures and recommend changes or corrections related to procedures.
- Developing effective recruitment plans at strategic level in coordination with the Sr. HR Manager after regular review meetings.
- Manage recruitment matrix, track recruitments and generate reports as per management requirement.
- Directly leading the Orientation sessions across the regions of staff as per the SOPs along with developing and executing Staff Development and Staff Wellness Programmes, building quarterly Budgets in coordination with Sr. Manager.
- Proactively keep a close eye on expiring grants, vacant positions, new positions/grants, allocation so as to avoid under-hiring/over-hiring.
- Prepare and tracking of contract letters of all PKCO staff. Coordinating with field locations for issuing/dispatching employment contracts, addendums, extensions, terminations etc and coordinate for exit process with other sections.
- Prepare payroll change report every month for disbursement of staff salaries.
- Coordinating the consultancy process from the start till the on-boarding of consultant
- Regular coordination with Field HR for coordinating all Talent Acquisition related activities.
- Responsible for developing Orientation pack and organizing orientations at the time of joining and on quarterly basis.
- Provide support in facilitating the secondments of staff members.
- Maintained an up to date HRIS including all staff details used for audit purposes, payroll and reports.

-Ensure a transparent, unbiased and fair recruitment system is in place
- Closely coordinate with country office on all HR related matters
- Ensure all interview documentation is complete a day in advance to interviews
- Conduct TNA annually
- Responsible for managing Mid- Year and Annual Appraisals as per policy
- Organizing staff wellness activities like farewells/ Sports Week/ Annual retreat
- Responsible for presenting Ethnicity Analysis and presenting to Management;
- Share recruitment updates with country office on a weekly basis for: Sitreps, Management Information pack.
- Ensure smooth & timely closure of Grants i.e. Sharing of Accruals, Processing of Settlements, Minimizing of disgruntle among staff
- Prepare monthly Payroll for the respective field area
- Maintain updated Human Resource Information System
- Prepare quarterly effort reports
- Maintain personnel files

Workforce planning and sourcing
- Interpretation, development and adaptation of HR policy and practice guidelines
- Conduct and facilitate the recruitment & selection process
- Maintain Human Resource Information System
- Conducting performance management awareness sessions on consistent basis.
- Support in conducting Training Needs Analysis (TNA) annually.