Admin / HR Officer

Responsible to: District Coordinator

Responsible for: Coordination with Project Manager and at Country Office level with coordination/supporting line HR, Admin officers and Manager.

Purpose of the Post:

Responsible to support in execution of operations including HR, Admin & Logistics functions in Muslim Aid Pakistan within legal frameworks at field level and as per guidance & instructions from Project Manager/ District Coordinator and Country office- Manager HR & Admin. S/he will be required to perform the regular HR, Admin & logistics to keep the Operations record updated and available.

Main Responsibilities

• Maintain and store all the records in line with MAP document management.
• Comply with all HR & Admin policies and procedures, legal and regulatory requirements.
• Demonstrate MA values in line with MA vision and mission and accountability in every official action.
• demonstrate duties commensurate with the accountabilities of the post.

Major Responsibilities

Human Recourses

1.1          Support Project Manager/ District Coordinator/ Manager HR & Admin/Country office in recruitment & selection process at field office level.

1.2          Ensure that organizational standard SOPs and especially HR Policies are followed during the process at every step.

1.3          Coordinate with Country Office HR team for completion of pre-employment processes such as reference checks, verification of academic and experience certificates and medical check-ups/fitness certificate.

1.4          Ensure that newly hired staff at field office are provided with all the required support/facilitation and induction from all concerned departments and keep their record updated for completion of personnel files

1.5          Keeping all the staff details confidential, manage health and life insurance correspondence including information sharing for timely addition and deletion of staff with country office HR, manage IPD medical claims with insurance company and ensure fortnightly in-house management of OPD claims. For such matters keep Country Office HR formally informed.

1.6          Provide adequate guidance to the staff for the submission of medical claims.

1.7          Provide support to Country Office for the monthly payroll of project staff and ensure accuracy of data.

1.8          Ensure proper file management of all the MAP HR operations, and correspondence and all the HR related documentation by coordinating with Country Office HR and maintain personnel shadow files.

1.9          Maintain single central register (SCR) and share with Country Office time to time.

1.10       Facilitate staff to complete their property sign off, handing over, clearance for final settlement process.

1.11       Support project in charge to conduct staff exit interview

Administration & Logistics

1.12       Make proper arrangements in order to facilitate and implementation of best project Administration services to project staff.

1.13       Assist country office admin team in overall admin and logistics related arrangements at field level and maintain correspondence properly.

1.14       Organize project operations and procedures in coordination with Project Manager/ District Coordinator/ and Admin and Procurement department at Islamabad office.

1.15       Facilitate project team in procurement of goods and services for the project implementation in coordination and support of admin department at country office.

1.16       Control correspondences, review and address supply requisitions generated by project staffs in coordination with country office admin team.

1.17       Responsible for verification of petty cash record and fixed asset register/Project inventory as per MAP policies and procedures at field office level.

1.18       Responsible to submission the copy of all administrative expenses and utility bills at Country Office Islamabad as per procedure in coordination with Admin and Finance departments at country office.

1.19       Timely submission and provision of requisition generated from project staff to admin team at country office.

1.20       Ensure record keeping at field level for all the administrative correspondence, processes and inventory

1.21       Manage vehicle maintenance and allocation of vehicles at field level with proper log filing

1.22       Liaise with HR & Admin Manager on administrative and procurement issues

1.23     Maintain confidentiality of matters and staff at every level.

PERSON SPECIFICATION (HR Admin Officer)

Qualification(s)

·         Master of Business Administration or Equivalent. (Desirable)

·         Bachelors of Business Administration or Equivalent. (Essential)

Knowledge

·         Good understanding of standard HR & Admin practices. (Desirable)

·         Understanding of procurement processes

Experience

·         03 to 05 years of experience in Operations especially in HR, Administration & logistics handling with National and International NGOs. (Essential)

·         Minimum 02 years of experience in operations & warehouse management. (Desirable)

Skills and Abilities

·         Proven ability to provide peer-to-peer support and coordination. (Essential)

·         Stress management & Time management skills. (Essential)

·         Analytical skills. (Desirable)

·         Computer (especially MS Office) proficiency. (Desirable)

·         Ability to contribute in developing systems, procedures and departmental strategies. (Desirable)

·         Good interpersonal skills with proven ability to convey complex ideas to a novice audience. (Desirable)

·         Good communications skills in Urdu, English and preferably Saraiki (verbal & written). (Essential)

·         Highly developed time management skills, including prioritization and meeting deadlines. (Desirable)

Commitment

·         Commitment to Muslim Aid’s mission, visions and values. (Essential)

·         Commitment to Muslim Aid’s ethos. (Essential)

·         Commitment to equality of opportunity and diversity. (Essential)

·         Hard working and self-motivated. (Essential)

·         Accountable towards work and maintain transparency in HR matters. (Essential)

·         Maintain confidentiality at every level. (Essential)