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 & marginalized groups since 2010 by providing them humanitarian assistance during emergencies and supporting them through the implementation of sustainable development programs in the areas of Child Protection & Child Wellbeing, WASH, Food Security & 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.

Key Responsibilities:

• Maintain up-to-date and accurate computer and hardcopy personnel files, prepare job announcements/job descriptions, file documents in personnel files, and support the Base HR Officer in conducting interviews, recruiting staff, and facilitating new employee orientations and training.
• Collect appropriate documents from new hires, including 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.
• Liaise with the logistics department to ensure 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.
• Maintain 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 the Base HR Officer in performing payroll and benefits audits.
• Complete exit clearance paperwork and assist with exit interviews.
• Keep records 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.

Additional Responsibilities:

• Assist the Base HR Officer in ongoing and new recruitment projects by posting job ads and organizing 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.
• Ensure the regular updating of employee records based on personnel movements.

Payroll Management Activities:

• Assist the Base HR Officer in Payroll and Benefits Administration.
• Ensure salary charging is correctly done.
• Collect and update leave data of all staff and timely share with the line manager.
• Collect and check staff overtime and share it with the line manager.
• Process staff per diem timely and keep a record of per diem data.
• Prepare monthly pay slips for staff.
• Make administrative follow-up of staff sick leave, annual leaves, and other documentation.

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 in life insurance.
• Ensure all staff are listed with EOBI and process claims for staff that reach the age of benefit eligibility as per policy.
• Keep staff leave benefits and provide data as required.
• Assist in the design and implementation of the Performance Evaluation System.
• Coordinate with Base HR to process final settlements for departing staff as per policy.
• Process staff compensation for their work on public holidays.
• Ensure processing of all health claims of staff and follow up with the insurance company for reimbursement.

Note: The applications for this position will be reviewed on a rolling basis.