Posted Mar 17, 2023 1098 views
Position Objective:
The HR / Admin Assistant works under the direct supervision of the HR / Admin Officer and is responsible for all administrative matters for the Dadu office and sub bases according to ACTED guidelines.
HIERARCHICAL LINK:
Under the direct supervision of Area HR/Admin Officer.
FUNCTIONAL LINKS:
Provides HR / Admin Officer (Area level) with all relevant and requested reports / forms.
RESPONSIBILITIES
ADMINISTRATION:
- Assist HR / Admin Officer for preparing all administrative letters.
- Assist HR / Admin Officer in order to make sure that all Admin FLAT procedures are implemented and following regularly.
- Update the Premises follow up table, update premise contracts, follow their payments with finance.
HUMAN RESOURCES:
- Assist HR / Admin Officer in management of staff in Area Office & sub offices.
- Management of public holidays & keeping informed all sub offices/base manager.
- Control & checking of national staff attendance sheet of staff on daily basis.
- Assist HR / Admin Officer to prepare employment contracts for new staff and contract extension/amendment in case of renewal.
- Follow up of ACTED standard HR / Admin system and procedures.
- Follow up of staff Appraisal forms as per ACTED HR Manual.
TITANIC FOLLOW UP:
- Collecting of necessary papers (attendance sheet, leave forms, etc.) from the sub offices and give to HR / Admin Officer for preparing Titanic (Staff Report).
- Follow staff exit forms, handover etc. with down sizing team (FLAT).
- Assist HR / Admin Officer in order to make sure the HR FLAT procedures are implemented and following regularly.
- Send a copy of signed Titanic report to Islamabad, as soon as it approved by Country Coordinator.
Recruitment:
- Circulate vacancy announcements for new recruitments of National staff in ACTED Area office and surrounding, through contacted NGOs, news paper and rozee.pk etc.
- Check new employee’s references; provide questionnaire letter (to check references); and assist Administrator to prepare contract for National staff, and collect all information required for contract. (ID card, photos, identification information, etc.)
FILING:
- Set up the Filing system in ACTED area based on ACTED standard filling system.
- Make sure that all staff have personal folder with complete contains (contract, CV, Staff History, Job Application form, Leave forms, certificates, diploma and other required documents.
- Make sure that a copy of personal folder be sent to Islamabad main office.
- Send staff monthly personal folder documents (original copy) to Islamabad main office and keep a copy in area office.
HR / Admin Assistant is responsible on all above responsibilities in front Area HR / Admin Manager and Area Admin/HR Officer.
PERSON SPECIFICATIONS
1. Education qualification
- At least a Bachelor’s degree in a relevant subject
2. Experience
- A minimum of 1 years’ relevant experience in a similar position preferably with an NGO
3. Skills and knowledge
- Excellent computer skills (Windows, Word, Excel, e-mail).
- Good level of verbal and written communication in English
- Excellent influencing and communication skills
4. Personal qualities
- Ability to organize own work to meet deadlines
- Accuracy and attention to detail
- Demonstrate enthusiasm and a willingness and interest in learning new skills
- Adaptable to change
- Ability to work both independently and in a team
- Discretion in handling confidential issues
- High level of integrity
ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff.
ACTED is equal opportunity employers.
Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.” “ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries, and staff. ACTED is equal opportunity employers.
Females and minorities are encouraged to apply.
Candidates with disabilities are encouraged to apply.
Final selection will be based on security clearance of the candidate.
Skills
Job Details
Diversity Inclusion:
ACTED Pakistan
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 crises, and to accompany them in building a better future; thus contributing to the Millennium Development Goals. ACTED ‘Links Relief, Rehabilitation and Development’ to provide continued support to vulnerable communities as their needs evolve. ACTED has been present in Pakistan since 1993 with assistance ongoing presently in Sindh, Khyber Pakhtunkhwa (KP), the Federally Administered Tribal Areas (FATA) and Azad Jammu Kashmir. The country programme comprises of four key pillars: Pillar 1 – Humanitarian assistance – Through this component, ACTED supports the emergency and early recovery needs of communities following disasters. In recent years this has included support for communities affected by floods, earthquakes and the complex emergency; Pillar 2 – Income generation and sustainable livelihoods – ACTED has extensive experience in this sector including market-oriented vocational trainings, basic skills development, as well as on and off-farm livelihood assistance; Pillar 3 – Social cohesion and access to basic services – ACTED improves access to basic services through a range of measures including support for educational institutions, community infrastructure and local governance. Social cohesion is a key component to ensuring equitable service provision. ACTED’s interventions include the establishment of local representation bodies as well as supporting the rights of women, minorities and marginalized groups; Pillar 4 – Environmental protection and community resilience – This pillar aims to mitigate some of the effects of recurrent disasters, climate change and environmental degradation. Interventions start at a household level, such as construction of fuel efficient
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