Human Resource Assistant

The Mercy Corps Human Resources Department is responsible for all Human Resources functions in Pakistan, including Recruitment, close-out procedures for staff, updating Policies & Procedures as per the local law and facilitating orientation and Performance Management & Professional Development.

General Position Summary

This position will be facilitating the Human Resources Manager in daily HR related activities and in fulfillment of all HR functions. 

Essential Job Responsibilities

Personnel Documents Filing:

• Responsible to create/open file for newly hired staff member, maintain the Job/Personnel files as per the defined protocols.
• Responsible to update Job/Personnel file tracking sheets and keep supervisor informed on weekly basis.
• Responsible to prepare, update and track needed changes in staff files including employment contracts, activity reports, leave tracking, and other personnel matters on daily/monthly basis.
• Responsible to establish and maintain appropriate filing systems for all correspondence related to HR.
• Responsible to complete necessary documents as per supervisor instructions/need

Collection & Filing of Activity Reports:

• Responsible to follow up with departments/field teams for the timely submission of activity reports and ensuring that the activity reports are correct and as per protocols and forwarding these to the Finance Department.

Recruitment & Selection:

• Assist hiring managers in preparation and processing of Personnel Request Form (PRF) / Personnel Action Form (PAF)
• Assist hiring managers in finalization of Position Description (PD) and preparation of draft advertisement for circulation
• Assist hiring manager in the long listing process
• Making telephone calls to the final shortlisting candidates
• With the support of hiring manager, preparing the interview documents
• Compilation of the interview results
• Reference and world tracker check of the selected candidate

Employment Contract:

• Assisting the selected employee in filling of the employment documents
• Responsible to draft the selected employee employment contract
• Assisting HR Manager in the new employee orientation process, as per Mercy Corps Pakistan systems, policies and procedures
• Responsible for new employee related information gathering  

Training & Development:

• Assist in conducting or arranging trainings and/or other human resource development activities 

HR Data Base:

• Update the record in the database that includes contract expiry dates, and personal information and all documents related to HR as per defined protocols on monthly basis.
• Update and maintain leave record and share this with the supervisor as per the defined deadline.  

IOP’s process:

• Assist in intimating the supervisors about their IOPs’ to be conducted with a deadline
• Assisting Manager HR and supervisors about the necessary approvals

Others:

• Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates.
• Other duties as assigned by the supervisor.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to jeopardize its humanitarian mission.

Supervisory Responsibility: NA

Reports Directly To: Human Resources Manager

Works Directly With:  HR team Islamabad, Managers/Supervisors in Islamabad, team leaders/heads of offices in Lahore and Quetta, HR counterparts in field offices

Knowledge and Experience

• Graduate preferably BBA/MBA with majors in HR from a recognized university.
• 1-2 years’ experience in HR administration preferably with humanitarian NGOs  
• Excellent negotiation & communication skills.
• Ability to work comfortably with an ethnically diverse staff.
• Work independently and cooperatively with team member is required.
• Fluency in both written and spoken English is required, preferably local languages.
• Familiarity with MS Office.   

Note: Only shortlisted candidates will be called for interview. Organization reserves the right to accept or reject any or all CV(s) without assigning any reason. 

We are an equal employment opportunity employer and female are strongly encouraged to apply