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A. Human Resources
- Assist new staff member with induction.
- Prepare new ID cards for new International and National staff.
- Prepare employment contracts for new staff and contract extension/amendment in case of renewal.
- Follow up of staff Appraisal forms as per ACTED HR Manual.
- Follow up of national and expatriate staff exit forms, handover etc.
- Manage HR Database.
- Assist HR officer in management of staff in base offices.
- Control & checking of national staff attendance sheet of staff on daily basis.
- Follow up of ACTED standard HR/Admin. HR system and procedures.
B. Administrative support
- Follow up monthly payment for office and GH electricity, water supply, and telephones.
- Support department colleagues in daily relevant activities.
- Update monthly reporting (i.e. Facebook, Organogram, and VFU).
- Performs other duties as requested.
- Ensure ACTED Pakistan rules, regulation; processes and procedure are in place at all offices.
- Make regular visits to each departments in order to ensure the proper understanding and implementation of ACTED administrative and HR procedures.
C. Travel / Accommodation
- Support travel arrangements of all staff between the area office and other bases, with direct contact and link with Logistic Department.
- Manage the organization of the Guesthouse and ensure that all arriving staff are allocated a room and that it is cleaned and prepared.
- Manage the cooking / cleaning team and develop rotas for cleaning and cooking both at the office and Guesthouse.
- Ensure that all premises are properly maintained and cleaned.
D. TITANIC Follow-up:
- Collecting of necessary papers (attendance sheet, leave forms, etc.) from the staffs and give to HR/Admin Officer for preparing Titanic (Staff Report).
- Follow staff exit forms, handover etc. with downsizing team (FLAT).
- Assist HR/Admin Officer in order to make sure the HR FLAT procedures are implemented and following regularly.
E. Recruitment:
- Circulate vacancy announcements for new recruitments of National staff within forum of NGOs, UN, internal displays at every project base and coordination offices or publishing in newspaper etc
- Check new employee’s references; provide questionnaire letter (to check references); and assist Administrator to prepare contract for National staff, and collect all information required for contract. (ID card, photos, identification information, etc.)
- Maintain CV database for future / prospective profiles, interviewed candidates, layoff employees for future position.
- Monitor and liaison with program for timely evaluation of all employees.
F. Filling:
- Set up the Filing system based on ACTED standard filling system.
- Make sure that all staff have personal folder with complete contains (contract, CV, Staff History, Job Application form, Leave forms, certificates, diploma and other required documents.
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