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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. 


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