HR and Admin Officer

The HR and Admin Officer leads and coordinates comprehensive human resources and administrative functions to ensure a well-organized and compliant work environment. This role involves managing employee onboarding, payroll administration, compliance with labor laws, maintaining healthy employee relations, and overseeing time and attendance management. The officer will manage a team of 40 persons, promoting efficiency and effectiveness in HR policies and office operations. The position requires strong organizational skills, attention to detail, and the ability to communicate clearly in both English and Urdu. The ideal candidate holds a master's degree in Human Resources, Supply Chain, Finance, or a related field, with a minimum of three years' relevant experience. Preference is given to candidates with experience in non-governmental or international non-governmental organizations. Proficiency in Microsoft Office and logistics databases is essential for daily operations. This role demands confidence in handling diverse administrative challenges while maintaining compliance and fostering positive employee relations across the organization.
Responsibilities

Human Resource Management:

·       Being actively involved in recruitment by preparing job description, initiate VAF, managing the hiring process i.e. interviews, test, job offer, reference checks and orientation of new joiners.

·       Prepare supporting documents for VAF, Offer Letter, Contracts and send HR-HO-Islamabad for approval.

·       Participate in the interview panel.

·       Draft offer letter, contract, and other HR correspondence and send HR-HO-Islamabad for approval.

·       Distribute offer letter, contract and other HR correspondence to field staff; arrange their signing by staff, and ensure these are filed in relevant personnel files.

·       Ensure Job description signed from all staff and placed in relevant employee’s personnel files

·       Maintain and up to date Employees personnel file in Hard and as well as in the soft form

·       Up to date HR Status, ensure all positions are filled on time and share the status with HR-HO-Islamabad on regular basis

·       Maintain and update data base and share with HR-HO-Islamabad on regular basis

·       Support HO in preparation of payroll with their supporting documents

·       Respond employees queries related to HR, payroll, Final settlements and Leaves

·       Assist Project Manager in performance appraisals

·       Responsible and ensure all employees are registered with biometric attendance and putting their biometric attendance on daily basis

·       Process Leaves application of employees, keep up date the record and share with HR-HO-Islamabad on regular basis

·       Handle and support Project Manager in conflicts, disciplinary, employee grievances issues and where necessary consult HR-HO-Islamabad for support.

·       Investigate and prepare the case for warning letter and Terminations

·       Ensure timely process of clearance and initiate the final settlements of leaver’s after clearance issue experience certificates by signing the document from HR-HO-Islamabad

Communicate timely addition/ deletion for health/ life insurance to HR-HO-Islamabad on regular basis

Administration & Logistics

·       Prepare and share correspondence, documentation, and reports as needed to support the project team and activities.

·       Responsible for maintaining the site’s activities including local procurement, vehicle and equipment maintenance and management in co-ordination with the DNM.

·       Maintaining and submitting logistical, financial and administrative reports as required and in conjunction with the DNM.

·       Responsible for stock control consistent with organization protocols and procedures. 

·       Responsible for ensuring that efficient and appropriate operational support is provided for all site activities including stock management, office / guesthouse maintenance and outreach activities in conjunction with the co-ordination of the DNM.

·       Ensure that communications with Organization security focal point is maintained whenever needed in coordination with the DNM.

·       Ensure logistical systems and procedures are maintained and up to date in a timely fashion.

·       Guide and oversee performance of new Logistics staff.

Any other task assigned by line manager and senior management.

Safeguarding & Compliance

Our organization maintains a zero-tolerance policy toward conduct incompatible with its values and objectives, including sexual exploitation, abuse, harassment, discrimination, and abuse of authority. We adhere strictly to child-safeguarding principles. All selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. Additional documentation may be requested if required.

Additional Information

Only shortlisted candidates will be contacted for a test/interview.
Due to the nature of the project, positions may be filled on a rolling basis.