HR Admin & Logistics Officer

Responsible to: Project Manager/ District Coordinator – Jhang in line with HR & Admin Manager Islamabad.

Responsible for: Coordination with Project Manager and Country Office level HR, Admin Managers/ officers.

Purpose of the Post:

Responsible to support in execution of all Operations including HR, Admin & Logistics functions in Muslim Aid Pakistan within legal frameworks and as per guidance & instructions from Project Manager/ District Coordinator or Country office- Manager HR & Admin. S/he will be required to perform the regular HR, Admin & logistics to keep the Operations record updated and available.

 Main Responsibilities

• Maintain and store all the records in line with MAP document management.
• Comply with all HR & Admin policies and procedures, legal and regulatory requirements.
• Demonstrate MA values in line with MA vision and mission and accountability in every official action.
• demonstrate duties commensurate with the accountabilities of the post.

 Major Responsibilities

Human Recourses

1.1          Support Project Manager/ District Coordinator/ Manager HR & Admin/Country office in recruitment & selection process.

1.2          Ensure that organizational standard SOPs and especially HR Policies are followed during the process at every step.

1.3          Support Project Manager/ District Coordinator/ Manager HR & Admin to complete selection process for reference checks, academic and experience certificates and pre- employment medical check-ups.

1.4          Ensure that newly hired staffs are provided with all the required support/facilitation from all concerned departments and keep their record updated for completion of personnel files.

1.5          Keeping all the staff details confidential, manage health and life insurance correspondence including timely addition and deletion of staff, manage IPD medical claims with insurance company and ensure fortnightly in-house management of OPD claims.

1.6          Provide adequate guidance to the staff for the submission of medical claims.

1.7          Provide support to Country Office for the monthly payroll and ensure accuracy of data.

1.8          Coordinate with country office for staff payroll data, Medical claims, etc.

1.9          Ensure proper file management of all the MAP HR operations, insurance companies contracts and correspondence and all the HR related documentation by coordinating with field offices on fortnightly basis.

1.10       Maintain single central register (SCR) and share with Country Office time to time.

1.11       Facilitate staff to complete their property sign off, handing over, clearance for final settlement process.

1.12       Support project in charge to conduct staff exit interview

Administration & Logistics

1.13       The incumbent is responsible to make proper arrangements in order to facilitate and implementation of best project Administration services to project staff.

1.14       Assist the Project team in overall administration and admin and logistics related arrangement for the effective implementation of project activities of Project.

1.15       Organize project operations and procedures in coordination with Project Manager/ District Coordinator/ and Admin and Procurement department at Islamabad office.

1.16       Assist the Project team in procurement of goods and services for the Project implementation in coordination and support of Admin and Procurement Department Field office Islamabad.

1.17       Control correspondences, review and address supply requisitions generated by project staffs in coordination with Procurement Officer at Islamabad Office.

1.18       Responsible for verification of petty cash record and fixed asset register/Project inventory as per MAP policies and procedures.

1.19       Responsible for submission of expense utilities bills at Country Office Islamabad as per procedure in coordination with Admin and Accounts department at Islamabad office.

1.20       Timely submission and provision of requisition generated from project staff to admin and procurement officer (Islamabad) so that need may be fulfilled on time.

1.21       To ensure appropriate filing system, and documentation at each level.

1.22       To responsible for outdoor activities as and when required e.g. procurement and vehicles maintenance etc in coordination with admin officer.

1.23       Liaise with admin and Procurement officer on administrative & procurement issues

1.24       Maintain record of project assets and submission of updated record of assets to admin and procurement officer as and when required

1.25     Abide by the MAP’s policies, procedures and values and to maintain confidentiality and best interest of the organization.