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.

  • 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 Kay Enterprises rules, regulation, processes and procedure are in place at area offices.
  • 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.
  • If requested by Area Manager, prepare vacancy announcements for recruitment of national staff for the area and circulate through relevant channel
  • 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.
  • 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. 

Specific Tasks

  • Admin Management
  • Attendance Record
  • Payroll System

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
Gender:
No Preference
Minimum Education:
Bachelors
Experience:
Fresh - 2 Years
Apply Before:
Nov 16, 2018
Posting Date:
Oct 15, 2018

Kay Enterprises

Accounting / Taxation · 1-10 employees - Hyderabad

Official distributors of lubricants

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