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Job Description


The HR / Administration Officer works under the direct supervision of the Country HR / Admin Manager and is responsible for all administrative and human resource matters for the Islamabad office and bases according to ACTED guidelines. In addition, the HR / Administration Officer is also responsible for liaison with external stakeholders as per the request of Country HR / Admin Manager.

Responsibilities 1.    Administration
  • Prepare administrative documents such as internal memos and letters upon request.
  • Ensure that administrative procedures are implemented according to ACTED guidelines;
  • In charge of premises contract making and / or renewal as and when requested by Coordination;
  • Maintain premise follow up table of the capital office and send it to Country HR / Admin Manager on the 10th of each month.
  • Make regular visits to each departments in order to ensure the proper understanding and implementation of ACTED administrative and HR procedures.
  • Have E-mail contact with Paris and other ACTED country offices regarding arrival and departure of International staff & keeping informed Country HR/Admin Manager in Cc of his/her all e-mail correspondences. Keep all International and senior national staffs’ passport copies.
  • Ensure ACTED Pakistan rules, regulation, processes and procedure are in place at area offices.
2.    Filing:
  • Maintain all administration files in the country office, including personal folders for every staff member
  • Ensure that no-one has access to personal folders, except upon specific request from Manager.
  • Supervision of HR/Admin Assistant for doing proper filling.


3.    Recruitment:

-       If requested by Area Manager, prepare vacancy announcements for recruitment of national staff for the area and circulate through relevant channels;

-       For recruitment, set up short listing and interview panel, to be approved by Coordination.

-       Check references of candidates upon request of Coordination

-       Inform candidates about result of interviews and follow up hiring of successful candidates.

-       Prepare employment contracts for new staff

-       Ensure that all staff, including those newly recruited, is in the possession of and aware about ACTED guidelines and procedures as described in the HR Manual.

4.    Staff Follow-Up

-       Make sure all HR procedures are implemented according to ACTED guidelines and standards;

-       Ensure that attendance sheets, leave request forms and other required forms are maintained in the area office

-       Collect attendance sheets, leave request forms and other required forms from the sub offices on a monthly basis

-       Maintain vacation and sick leave follow-up table for all area staff

-       All attendance sheets, leave request forms and other required forms, as well as vacation and sick leave follow-up tables to be sent to Country Office the first week of each month

-       Prepare contract amendments upon request of Area HR / Admin Manager.

-       Ensure that staff appraisals are regularly made, as per HR Manual.

-       Prepare the HR Titanic and send it the Country HR / Admin Manager for prior approval on 20th of each month

-       Send HR Titanic to Head Office Administration Officer on 22nd of each month for final approval;

-       Send a hard copy of the signed HR Titanic Head Office Administration Officer on 27th of each month.


Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
Shahi Bazar, Chitral, Pakistan
No Preference
Minimum Education:
Degree Title:
Business Administration
Career Level:
Entry Level
Minimum Experience:
3 Years
Apply Before:
Oct 19, 2018
Posting Date:
Oct 12, 2018
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ACTED Pakistan

N.G.O./Social Services · 601-1000 employees - Chitral

ACTED is a non-governmental organization with headquarters in Paris. Independent, private and not-for-profit, ACTED operates according to principles of non-discrimination and transparency. Our mission is to support vulnerable populations affected by wars, natural disasters and/or economic and social ...Read More

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