Position: HR Assistant
Department: Human Resources
Report to: HR Officer
Location: Core Office, Islamabad
JOB PURPOSE: Human Resource Assistant is responsible to provide support to HR Function. He/she will be responsible for HR administration and routine HR Operations.
DUTIES AND RESPONSIBILITIES
1. Support Recruitment & Selection Process:
· Facilitate the Line Manager in processing of staff requisition form for hiring of vacant positions
· Advertise jobs internally and externally
· Longlist CVs for junior level positions and share CVs with hiring manager for shortlisting
· Schedule Interviews and Tests of candidates
· Facilitate in conducting tests of candidates
· Coordinate with IT team for sitting & assets arrangement
· Provide interview documents to panel members
· Prepare Interview Evaluation Sheet of recommended candidate and seek approval from concerned staff
· Conduct Reference Checks of recommended candidate
· Prepare & share Job Offer Letter with Candidates
2. Support Employee Onboarding Process:
· Prepare induction plan of new joiners in coordination with concerned departments and facilitate the Induction/Orientation process.
· Sharing Employment Contract with new joiners
· Sharing Joining Kit with Employee and Open their personnel file
· Prepare MIS profile of new joiners.
· Coordinate with IT team for arrangement of assets/IT equipment/Sitting Arrangement of New Joiners
· Coordinate with Communications & Admin team for new joiners business and Employee ID Cards
3. Personnel Filing
· Maintain personnel files of all staff (Core Office & Regional Offices) hard & soft files
· Maintain Personnel Files Database for identifying missing documents and make sure that all documents are complete and provide weekly report on personnel files documents completion.
4. Attendance/Timesheets & Leave Management
· Prepare staff's attendance sheets and update attendance on MIS on weekly basis
· Review and update Staff's leaves on MIS
· Prepare timesheets of employees for payroll processing
5. Support Payroll Administration
· Maintain & Provide Supporting documents of Core Office Staff (New Joiners/Leavers/Employment Actions) to Assistant HR Manager for Payroll Administration.
6. Contract Management
Maintain Contract Management Database of all staff (expiry/ending/extensions/new contracts/addendums) and prepare employment letters as required in coordination with HR & Program Heads.
7. Facilitate Employee Exit Process
· Prepare acceptance of resignation letters of staff that resigns
· Guide staff on handing taking and provide them necessary support
· Facilitate exit interview process and clearance process of leaver
· Provide experience letter to leaving staff
· Close Personnel File of leavers
Required Competencies
· MBA/BBA or relevant degree. Specialization in Human Resource Management
· 1-3 years of working experience in HR
· Experience of working with INGOs/NGOs
· Well developed interpersonal and team skills and proven ability to be flexible in demanding situations.
· Result-oriented team player
· Good written and spoken English