Saturday, June 09, 2012

Human Resources Assistant

ACF Pakistan is a humanitarian non-governmental organization. Due to the unique nature of relief activities, the exact duties of the employee and the working schedule may be subject to temporary variations. All employees are requested to demonstrate flexibility.

This job description may be subject to permanent modifications following the evolution of the activities. These modifications will be defined and discussed between the employee and ACF Pakistan

Objective: Reporting directly to the Human Resources Coordinator, the Human Resources Assistant will be part of HR team in Islamabad performing a variety of job duties detailed below.

1.       Update and organize all HR documents for ACF Pakistan employees

-          Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, etc.

-          Collect expatriates documents accordingly with HR Officer orientation

-          File originals of all documents listed above and ensure all files are constantly updated

-          To ensure that all bases send original’s of staff personnel files to Capital Office & are followed on regular bases to update the missing documents

-          Prepare job contracts under supervision of HR Coordinator

-          To liaise with Capital Logistic Assistant in ensuring that all ACF staff have the Identity Cards

-          To follow the "Leave" file for the staff and keep the supervisors informed

-           Update all information including leaves, seniority, and advances in order to assure accrued payroll information monthly

-          To follow up ACF projects timeline and staff contracts expired date

-          Translation of all documents related to human resources

2.       Support Expatriate administration

-          Contracts / Documents Tracking, R&R, leaves etc

-          To liaise with Logistic Assistant in ensuring expat flights , both for end of mission and breaks are booked on time attending ACF defined procedures

-          To collect all expat documents upon arrival on the mission (passport, mission order, contract, immunization book, visa extension form, photos, etc.) supporting HR Officer in the visa process and ensure they are properly filed

-          To make sure all expats timesheets are prepared and send on time to immediate supervisor

-          To ensure that HR package is updated on regular basis and the deadlines are met accordingly

3.       HR Database maintenance

-          To ensure that all the data is entered into the HR Database of all the bases on a monthly basis

-          To control the HR Databases for each month, and ensure the updated database is collected from each base at the end of every month to be filed in Islamabad

-          To work under supervision of HR Officer to update taxes and EOBI on HR Database when it's requested.

-          To inform the HR Coordinator of any changes that need to be made to the Database

-          To ensure the salaries are paid correctly

4.       Benefits

-          Keeping track of all benefits to ensure the systems and providers are working accordingly with HR procedures/contracts.

5.       To Assist HR Co in Drafting Legal Documents and attending employee's requests/needs

-          Updating of HR Manual on need basis

-          Prepare disciplinary letters, memorandums, etc

-          Assisting with employee relations matters as needed

-          Consult ACF Attorney following HRCo orientation

6.       HR Department Administration

-          Assisting with the day to day efficient operation of the HR Office (ordering supplies, files, office general organization, etc.)

-          Making phone calls and schedule interviews when requested

7.       Follow-up cook and cleaners work schedule in Islamabad

-          To ensure all  individuals (Cook & Cleaner) perform their jobs as necessary

-          To act as liaison between the expat staff and cleaners (translating when necessary)

HR ASSISTANT IS EXPECTED:

Conduct all duties in a professional manner following the Pakistan HR Manual and ACF CharterFlexible and adaptable with regards to the implementation of the daily work and effectively managing multiple assignmentsMaintaining confidentiallyEstablishing and maintaining effective working relationships with ACF staff and organization stakeholdersHonesty, reliability, punctualityAutonomy and sense of responsibilityStrong verbal, written and communication skillsGood knowledge of English and using computer especially Excel softwareExcellent attention to detailsCapacity of analysis, synthesis and reportingPrevious experience working for NGOs is an asset

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