Assist in the recruitment process by sourcing candidates, screening resumes, and scheduling interviews.
• Coordinate the onboarding process for new hires, including conducting orientation sessions and ensuring all necessary
paperwork is completed.
• Maintain HR records and databases, ensuring accuracy and confidentiality.
• Prepare HR-related documents such as employment contracts, offer letters, and HR policies and procedures.
• Assist in attendance management, payroll processing and benefits administration as needed.
• Collaborate with hiring managers to understand staffing needs and fulfill vacancies efficiently.
• Support the performance appraisal process by assisting managers in setting goals, conducting evaluations, and providing
feedback to employees.
• Coordinate training and development programs for employees to enhance their skills and knowledge.
• Ensure compliance with relevant employment laws and regulations.
• Assist in implementing recognition and reward programs to acknowledge employee contributions.
• Oversee day-to-day office operations, including managing office supplies, equipment, and facilities
• Ensure the office environment is tidy, organized, and conducive to productivity
• Coordinate with vendors and service providers to ensure timely maintenance and repairs.
• Prepare and distribute memos, letters, and reports as needed
• Provide administrative support to senior management, including scheduling meetings, managing calendars, and
preparing documents.
• Coordinate travel arrangements for employees, including booking flights, accommodations, and transportation.
• Maintain and update electronic and physical filing systems.
• Organize and maintain records, documents, and databases in a systematic manner.

Work closely with line Manager to ensure timely and effective recruitment of qualified candidates, according to QC policies and procedures.
Maintain all staff database and provide staff related information as and when required.
Facilitate in recruitment process, including; contacting short-listed candidates for testing and interviews, conducting tests and interviews, references verification and completion of all HR related forms for new hires.
Provide and share regular updates regarding recruitment progress (recruitment matrix) with program department.
Maintain a database of evaluation and grading sheets.
Prepare and maintain all personnel and administrative related correspondences (job offer letters, employment contracts, promotions, transfers, experience letters and other related material).
Work with line manager on staff probations and implement timely confirmations in their appointments.
Perform all the formalities related to staff email ID generation and deletion.
Ensure that all the leaves are properly recorded and are in accordance to the time sheets submitted. 
Coordinate with all relevant teams for HR related documentation and keep up to date record.
Prepare interview packages/schedules and share these with interview panellists well in time.
Coordinate with insurance company for staff group life coverage and inform the company for new joiner and resigned staff.
Process final settlement and gratuity payments of staff.
Handle all documentation related to annual performance evaluation
Perform any other task as and when assigned by the line Manager or the management.

b. Management 

Abide by QC’s Child Protection and Safeguarding related policies to keep children and young people safe and to respond to concerns about a child\'s safety or wellbeing.
Support the line supervisors that timely job orientation for the new staff is productively performed, and seek feedback from the new staff as per the policies and procedures stipulated in the organization HR & Operations Manual.  
Suggest ways to improve/address on organization new staff orientation and justification for it.

c. Compliance and Feedback

Ensure that all contracts i.e. employment, insurance and consultancy, adequately comply with organization policies, local laws and donor requirements.
Contribute in ensuring adherence to the organization’s Code of Conduct, Policies on Child Protection, PSEA and other related policies/SoPs to staff conduct and behaviours.
Timely process monthly EOBI payments.

d. Team Management and Performance

Respond to staff routine inquiries in accordance with established HR policies and procedures.  
Support HR/line manager in trainings and staff development programs.
Assist the line manager in assessing the staff training needs and support the implementation of both formal and non- formal staff training program.

e. Reporting

Keep track record of all correspondence related to HR department (memos, notification, emails, meeting minutes).
Ensure that staff files are accurately maintained and kept up-to-date in accordance with QC HR policies & procedures.
Provide and cross check staff payroll information with finance department.
Comply with all HR related information and update requirements from the management or the HQ.
Generate and analyse the monthly attendance report in light of minimum attendance and timing requirement. Share any nonconformities by the staff to the line manager on monthly basis.

Ø  Recruitment and Hiring:
1. Prepared job descriptions.
2. Initiated the vacancy announcement form (VAF)
3. Managed the hiring process, including interviews, tests job offers, and reference checks.
4. Participated in the interview panel
Ø  Documentation & Records Management
1.      Prepared supporting documents for VAF, offer letters, and contract letters.
2.      Distributed offer letters, contracts and HR Correspondence to field staff and filed them in personal files
3.      Ensured that job descriptions were signed by all staff and filed I relevant personnel files
4.      Maintained and updated employee personnel files in both hard and electronic formats
5.      Maintained and updated the HR database, and shared it with HR-HO Islamabad regularly.
6.      Payroll Management:
1.       Assisted the finance manager in preparing the payroll by providing supporting documents
Ø  Employees Query Handling:
1.      Responded to employee quarries related to HR, payroll, final settlement & leave policies.
Ø  Biometric Attendance & Leave Management:
1.       Ensured all employees were registered with biometric attendance and that they clocked in the day.
2.       Proceed with leave applications, keep leave records up to date, and share this information with HO Islamabad regularly.
Ø  Conflict resolution warning letter & termination:
1.      Handled and supported health manager in resolving conflicts, disciplinary actions, and employee grievances. Consulted HR-Islamabad when necessary.
2.      Investigated and prepared cases for warning letters & terminated when needed.
Ø  Clearance process & insurance updates:
1.      Ensured a timely process for clearance & initiated a final settlement for employees leaving the organization
After receiving clearance. Issued experience certificates for approval from HR-Islamabad
2.      Communicated timely addition & deletion for health & life insurance to HR-HO Islamabad on a regular basis.  
 

Ø  Office Cleanliness:
1.      Ensured that office premises were kept neat and clean, providing a conducive working environment.  
Ø  Stationery & Grocery Management:
1.     Monitored & maintained an inventory of stationery & grocery items required for staff members. Kept daily checks and the maintain of stock register.
Ø  Fleet Management:
1.      Issued fuel slips to the drivers in a timely manner, with dual signatures from the section head.
2.      Maintained reports related to fuel consumption & fuel drawn for the organization’s fleet.
3.      Kept the record of repair & maintenance activities for vehicle & generator.
Ø  Administrative Task Management:
1.      Oversee various administrative tasks such as arranging field activities, issuing purchase/ work orders,
 managing work completion certificates & handling invoices for payment.
2.      Maintained records of utility consumption, which included electricity, water, gas & other services.
3.      Ensured that all office equipment including, computers, UPSs, printers, scanners, & other accessories were clean & in good condition for use.
4.      Ensured that all leave applications were submitted on time & properly filled out by the employers.
Ø  Procurement & Inventory Management:
1.      Initiated Purchase requisition form, purchase order, and goods received note.
2.      Ensured proper documentation of all procurement-related activities within the organization.
3.      Conducted monthly verification of fixed assets in the designated office and updated the record accordingly.
4.      Maintained the record of office supplies inventory to ensure that items are readily available when needed. 
 

Ø  Project Procurement & Supplies Management:
1.      Responsible for managing all procurement activities related to the project, including the procurement of consumable items.
2.      Ensured proper procurement cycle including PRF, PO, GNR and work satisfactory note.
3.      Best vendor searching ensured quality procurements as per PPRA.
Ø  Recruitment and Employee Onboarding:
1.      Posted job openings on job agencies, shortlisted suitable candidates, arranged and conducted interviews to hire the right person at the right place at the right time.
2.      Responsible for organizing job orientation for new employees, ensuring that their documents are complete, and creating and maintaining their personal files.
3.      Maintained staff-related documents including attendance register and leave records.
Ø  Payroll Management:
1.      Ensuring staff attendance, timesheet, and the making of payroll. Ensured salary deductions of absent staff.
2.      Ensured all supporting documents related to payroll. Assist finance manager in payroll processing.
Ø  Petty Cash Management:
1.      Maintained a petty cash fund and ensured that all the procurement activities were at market-competitive prices. 
Ø  Fleet Management:
1.      Took responsibility for proper fleet management, which includes overseeing the maintenance & the usage of project vehicles.
2.      Maintained the log books and the records of vehicle maintenance & repair and ensured that project vehicles were used properly.
Ø  Stock & Data Management:
1.      Regularly monitored the stocks of material to ensure that adequate supply is maintained for project needs.
2.      Maintained stock register physically and ensured same as computerized.
3.      Ensured the proper filling of all monitoring data & project-related information under the supervision of the site manager. 

Perform of the recruitment process including preparation of Time Sheets, Leave record, Payroll.
Distribute official communication to field staff; arrange for their signing by staff, and ensure these are sent back.
Processing of the payroll information,  ensuring that all information is accurate
Ensure the maintenance of an effective reporting system.
Support to maintain an effective HR database and filing system, with proper files maintained for each staff member, both manually and electronically while maintaining confidentiality.
Maintain a leave tracking system which allows HR to effectively manage leave for national staff as appropriate
Ensure time sheets are completed and signed by all staff.
Support management in all administrative functions in the recruitment of staff
Provide support to all managers and staff regarding staff relations and grievance and disciplinary issues Responsible for the accurate and filling of all employee grievance/disciplinary issues and where necessary consult to Head Office HRO for support.
Ensure all filing systems are updated on a regular basis;
Ensure the smooth and timely dissemination of information and advice on queries related to human resource.
Analyze, monitor, adapt and respond to a variety of complex internal and external queries related to HR policies, rules and regulations in order to provide guidance to managers and staff to ensure  process efficiency and successful adaptation of recommended practices in alignment with wider policies
Manage all insurance related issues for staff.
Prepare EOBI data and process the EOBI addition/deletion.
Other tasks as delegated by supervisor

Administration:

Maintaining logistical files in conjunction with the Logistics Officer.
Assistance in stock control consistent with organization protocols and procedures.
Manage equipment, schedules and filing of documentation.
Ensure that communications equipment is maintained for all fields
Ensure logistical systems and procedures are maintained and records are up to date

 

Enter DAssist in the recruitment and selection process, including job posting, screening resumes, conducting interviews, and facilitating the onboarding process for new employees.

Maintain employee records, including personal information, contracts, and benefits details.
Coordinate and support employee training and development initiatives.
Oversee day-to-day administrative tasks, including managing office supplies, handling incoming/outgoing correspondence, and maintaining office equipment.
Manage travel arrangements and accommodation for company personnel, as required.
Assist in organizing meetings, conferences, and company events.
Maintain and update company databases and files.
Collaborate with relevant stakeholders to address any health and safety concerns.
Assist in the preparation of HR-related documentation
Handle employee relations matters, address employee queries, and provide assistance in resolving HR-related issues.

escription

Maintaining records of Data related to HR department.
. Keeping the data of leave management.
. Helping manager in inquiry and discipline section.