Human Resource Officer

Based in Dir Upper, KPK HR Officer works under the direct supervision of Project Manager and technical supervision of Base HR Officer. He/she is a skilled in INGO Personnel management and being a key player of the HR Function team, HR Officer will:

• Perform all actions and produce all documents, feedback and links that will allow the organization to achieve its objectives and provide self-audit and monitoring capacity.
•  Provide support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and record keeping.
•  Supervise cleaner and cook.

Objective 1: Update & Record HR Data & Files Activities:

• 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.
•  Help Country Office HR in preparation of job contracts under the supervision of Base HR Officer .
• To liaise with Country Office in ensuring that all staff have the Identity Cards.
• Assist in filling and maintaining HR Files & databases.
• 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 Base HR Officer  in performing payroll and benefits audits.
• Complet exit clearance paperwork and assist with exit interviews.
• Keep record of EOBI, health insurance and life insurance and share with Country Office.
•  File originals of all documents listed above and ensure all files are constantly updated
• Ensure confidentiality of sensitive files

Objective 2: Recruitment Activities:

• Assist Base HR Officer in all mission and Field offices 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 Base HR Officer .
• Assist Base HR Officer  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 upto date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters etc)

Objective 3: Payroll Management Activities:

• Assist Base HR Officer  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 design and implement 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 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 Base HR Officer  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 Base HR Officer  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 Base HR Officer , 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 Base HR Officer  in order to maintain office decorum.

Objective 8: Data Protection:

• 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.

 Note: This position will be filled on a rolling basis and is contingent upon donor funding. Females, disabled and Local candidates are strongly encouraged to apply. All the positions will be filled on a priority basis and applications will be closed as soon as positions are filled. Every application fitting the job description will be thoroughly evaluated

SIF is an equal opportunity employer that is committed to diversity and inclusion in the workplace. The Hiring is subject to donor funding.

The candidate who tries to influence the recruitment process will be automatically disqualified. SIF reserves the right to check criminal records according to 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 "Not harm" and ensures child security as a primary consideration. Hiring is subject to donor funding.

Education

Master degree or equaling degree in Human Recource Management or any other relevant field from a recognized university.

Experience

Minimum 3 years of relevant work experience in NGO/INGO with expertise in Payroll, Insurance and Documentation is an advantage.

Languages        

Fluency in English and Urdu.

Knowledge

• Good computer skills; Word, Excel and PowerPoint.
• Effective under pressure, results-oriented and proactive with the ability to multi-task.
• Good Interpersonal communication, negotiating and analytical skills.
• Ability to organise work schedule on a regular basis and flexibility; discrete and respectful to confidentiality.
• Good Team player and motivated to work in remote and uncertain environments respecting standard operating procedures as devised and instructed.

Competencies

• Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.
• Address needs and requests in a professional way.
• Always interact with children in the presence of their parents or caregivers.
• Always respect beneficiaries’ confidentiality.
• Report any incident or act that causes harm to beneficiaries or to others.
• Aware of child protection/safeguarding concept.
• Excellent interpersonal and conflict-resolution skills.
• Strong analytical skills.
• Able to establish and maintain effective working relations with people of different cultural backgrounds.
• Strong cross-cultural communication skills.
• Rigorous and polite.