HR Assistant

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

Females, disabled and Local candidates are strongly encouraged to apply. All the positions will be filled on priority basis and applications will be closed as soon as positions are filled.

Every applications fitting the job description will be thoroughly evaluated. Candidate who tries to influence the recruitment process will be automatically disqualified.

SIF reserves the right to check the criminal records according with 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 "Do no harm"and ensures child security as a primary consideration. Hiring is subject to donor funding.

Based in Islamabad, HR Assistant works under the direct supervision of the HR Manager &/or HR officer. He/she is skilled in INGO Personnel management. To provide efficient operational support in all manners in the fields of HR management, other HR-related tasks and requests related to general queries, processes and policies with full confidentiality.

He/she will be:

•  Performing all actions and producing all documents, feedback and links that will allow the organization to achieve its objectives and provide support to HR self-audit and monitoring capacity.
• Update and organize all HR documents
• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, etc.
• Assist the (HRM & HRO) in national staff HR management in coordination
• Under the final responsibility of the HRM & HRO, assists in the recruitment of all national staff: Circulation of job announcement, long  listing of candidates, Call for Test/Interview, candidate attendance sheet, facilitation in interview and written test, recruitment result compilation, reference check, (both for Coordination and Projects)
• Notifies interviewees for not selected candidates
• Monthly payslips preparations and ensuring that all SIF staff signed and submitted to Finance department (Coordination and Projects)
• Circulates the information regarding HR management, & ensure follow-up of the memos list
• Assists and facilitates the HR for HR Internal Audit of all SIF staff personal files. Notifies HRM & HRO in case of any observation regarding performance appraisals, leaves, attendances, or any other issue related to HR management.
• Accurately drafts and/or writes routine reports and correspondence
• File originals of all documents listed above and ensure all files are constantly updated
• To ensure that all bases send originals of staff personnel files to Country Office & are followed on regular bases to update the missing documents
• To liaise with the logistics department in ensuring that all staff have the Identity Cards
• Assist HRO in Posting job ads and organizing resumes and job applications
• Scheduling job interviews and assisting in interview process
• Preparing new employee files Preparing new employee files according to the instructions of the HRO
• Assist HRO & HR Manager orienting new employees to the organization
• Maintains confidential well organized human resources records and personal files: new hiring, employment contracts, relocations, letter of disciplinary actions, terminations, changes in job description of all SIF national staff
• Assists the HR coordination Team in the internal audit HR department (Attendance record, leaves record, medical records, Staff roasters)
• Assist in filling and maintaining HR Files & databases
• Assist in updating and maintaining employee benefits, employment status, and similar records in staff files
• Assist HRO in preparing Payroll documentation on a monthly basis
• Assist Collect Leave data from all bases and timely share with line Manager
• Assist Collect and check staff overtime from all basis and share with the line Manager
• Collect Perdeim from all basis and processes
• Disseminate monthly payslips to all staff
• Assist in the administrative follow-up of staff sick leave, annual leaves and others and ensure all documentation is completed timely and according to the procedures
• Assist Islamabad staff on medical claims by providing guidance
• Works together with HR Team of Coordination office to support the organization in training events when required
• Maintains the medical reimbursement record of Coordination and projects staff and report to HRO in case of noticing irregularities
• To keep up to date follows-up of SIF ID card, Probationary Tracker, Recruitment tracker
• Assist HRM & HRO in the Preparation of reporting and audit documentation

KNOWLEDGE/SKILLS/BEHAVIOR;

• Knowledge of Recordkeeping                                                                        
• Ability to organize work schedule on a regular basis and flexibility; discrete and respectful to confidentiality                                                               
• Excellent computer knowledge with command on MS Excel among other packages of MS Office
• Ability to juggle multiple activities and work under pressure
• Good knowledge of the Labour law of Pakistan
• Good communication skills in English
• Behavioral Flexibility                                
• Analytical Thinking