HR Assistant

SECOURS ISLAMIQUE FRANCE (SIF) is an international non-governmental organization dedicated to providing humanitarian assistance and development aid worldwide. Since 1991, SIF has been working across more than 20 countries.

In Pakistan, we have been actively serving vulnerable communities and marginalized groups since 2010 by providing humanitarian assistance during emergencies and supporting them through the implementation of sustainable development programs in the areas of Child Protection and Child Wellbeing, WASH, Food Security and Livelihoods, Disaster Risk Reduction, and Education during both early recovery and development phases.

SIF is currently providing its services in all provinces of Pakistan, including Sindh, Punjab, Baluchistan, KPK, and has a presence in 33 of the most vulnerable districts. In light of increasing challenges such as inflation, illiteracy, poverty, and climate change, as well as their association with limited and shrinking resources like water, food, and livelihood opportunities, SIF believes that there is a high need for enhanced collaboration between NGOs and government institutions. SIF is fully confident that by sharing experiences, innovations, and lessons learned under such coordination, we can collectively improve the well-being of children and alleviate the miseries of the communities across Pakistan.

Job Description:

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

With the guidance of Base HR, maintain up-to-date and accurate computer and hardcopy personnel files, prepare job announcements/job descriptions, file documents in personnel files, support Base HR Officer to conduct interviews, recruit staff, and facilitate new employee orientations and training.
Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct, and conflict of interest statement.
Facilitate job contracts under the supervision of the Base HR Officer.
To liaise with the logistics department in ensuring that all staff have Identity Cards.
Assist in filling and maintaining HR files and 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.
Complete exit clearance paperwork and assist with exit interviews.
Keep record of EOBI, health insurance, and life insurance.
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 ongoing and new recruitment projects.
Post job ads and organize resumes and job applications.
Schedule job interviews and assist in the interview process.
Responsible for maintaining recruitment and selection notes and administrative records for each post.
Assist with the 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 the orientation of new employees to the organization.
Ensure the regular updating of records based on personnel movements (end of probationary period, promotion, termination, resignation) and ensure contracts comply with HR manual.
Keep personnel files of all staff up to 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.
Prepare monthly pay slips for staff.
Make the administrative follow-up of staff sick leave, annual leaves, and ensure all documentation is completed timely and according to the procedures.

Objective 4: Compensation & Benefits Activities:

Maintain all staff medical insurance and ensure new hires have medical coverage from day one.
Ensure current and new staff are enlisted into life insurance.
Ensure all staff is listed with EOBI and 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.
Assist in the design and implementation 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 to be added in payroll.
Ensure to process all health claims of staff, i.e., OPD claims & IPD claims, and follow up with Insurance company/Country office/Base Office for their reimbursement on time.

This list is not limited; the employee may be required to perform any other task necessary and compatible with its functions.

KNOWLEDGE/SKILLS/BEHAVIOR:

Knowledge of record keeping.
Ability to organize work schedules 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.
Minimum of 3 years related work experience with I/NGO.
Bachelor's Degree in HR or equivalent.
Organizational and writing skills.
Strong command of the English language and fluency in spoken Urdu.

The incumbent must have proficient knowledge in the following areas: