Assistant People / Culture Officer

KEY ACCOUNTABILITIES

• Assist staff in processing Job Requests and ensure availability of updated JDs showing essential and desired job competencies/skills.
• Ensure advertisement of approved positions through recruitment portal
• Conduct initial screening and logging of completed applications/CVs.
• Ensure timely preparation for recruitment affairs i.e. telephonic screening, scheduling interviews, calling candidates, sharing of structure interview questionnaire with panellist, conducting tests and negotiate with recommended candidates etc.
• Participate in interviews up to Assistant Officer Level.
• To ensure forms filling, documents collection and inductions of new staff.
• Remind the line managers about contract ending dates of their subordinates and advice on processing for extension/conclusion of contract.
• Processing of staff final settlement, facilitate exit interviews and its record keeping in personal files.
• Ensure comprehensive record keeping for Office based staff in line with standard SOPs of P&C Dept.
• Ensure availability of up to date employee personal files as well as their safety & confidentiality.
• To ensure the collection of payroll details from area by 12th of each month.
• To ensure entry/exit of staff, arrears details, advance salaries deduction, leave without pay and EOBI deduction in master payroll sheet according to info received from field and availability of supporting documents in hard.
• Ensure submission of final payroll sheet along with supporting documents by 12th of each month to Area Office.
• Check and process staff medical claims according to IRP medical policy by ensuring availability of dependent’s supporting documents.
• Ensure record keeping of processed medical claims in staff personal files and maintain payment record in spreadsheet for monitoring purpose.
• Assist in issuance of multi-purpose letters e.g. contract extension, bank account opening, experience letters etc.
• Ensure availability of leave balances in leave management system (LMS) as per contract tenure.
• To review and update HRMIS according to hard record available in personal files on regular basis.
• Ensure registration of new joiners in HRMIS and their access to IR extranet.
• To ensure maintenance and monitoring of attendance system, entry/exit of new joiners/leavers on regular basis.
• Printing & registration of employee ID cards.
• To ensure entry & exit of all IRP staff in EOBI online accounts, voucher generation according to final payroll sheet till 5th of each month and on word sharing with finance for payment.
• Record keeping of EOBI contribution payments receipts and close liaison with EOBI Head Office/regional offices for marking EOBI contribution payment in FS, issuance of EOBI registration cards and trouble shooting.
• Provide support on the development and implementation of policies.
• To ensure knowledge of local labor laws.
• Assist in HR audits & provision of relevant data / information.
• Coordinate with internal (Area HR, finance, SC & S and IRP staff) & external (EOBI, auditors and other NGOs etc.) stakeholders related to people & operations and other matters of mutual interest.
• Ensure preparation & record management of people & operations related information so that may be accessed by relevant individuals as & when needed.
• Preparation of daily, weekly, monthly and other progress reports for management’s info.
• Ensure proper filling of forms & formats as per desired standard
• Close coordination with line manager for effective implementation of policies / guidelines
• Ensure compliance with IR’s policies & procedures in true spirit for effective delivery of services.
• Understanding of IR values and their demonstration in real time.
• Abide by the IR zero tolerance policy towards bribery & corruption as well as sensitize others on coping mechanism so that they can raise voice as & when feel inappropriate.
• Thorough knowledge of IR strategic priorities & the way you can contribute in its achievement.
• Support in identification & documentation of organizational successes for show casing IR work
• Participation and facilitation in implementation of IR seasonal programmes.

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission as well as commitment to its PSEAH (preventing sexual exploitation abuse and harassment) protocols. IR has a zero-tolerance policy towards PSEAH and don’t support any action that promotes or encourages PSEAH.

IR is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IR engages. IR expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Qualification:

Master/Bachelor in Management Sciences preferably in HR

Experience:

1 Years of relevant experience with Masters/2 Years with Bachelor in I/NGO        

Computer Skills:

MS Office, Outlook, HRMIS and ERP systems familiarity

Language:

Urdu, English and Sindh

Key Personal Qualities:

• Strong emotional intelligence and resilience, and able to maintain self-control in difficult situations.
• Able to work under extreme conditions in field areas.
• Good communication skills in local as well as English / Urdu language which delivers information with clarity in a wide range of situations.
• Has a positive nature and able to overcome issues that create hindrance in achievement of entrusted goals / objectives.
• Has a learning attitude and a continuous improvement philosophy.
• Aptitude for quickly grasping new technical concepts
• Ability and motivation to travel to remote location
• Has a positive demeanour and disposition, and able to overcome setbacks by motivating self and others
• Well-developed IT skills
• Excellent presentation and facilitation skills
•  Good organizational skills
• Understanding of importance of, and ensuring the maintenance of confidentiality and discretion at all times

Pre-employment Checks:

Any employment with Islamic Relief will be subject to the following checks:

• Screening clearance
• Receipt of satisfactory references

Please note, we are only able to accept applications from candidates who are eligible to live and work in Pakistan. We are unable to progress applications that would require sponsorship.

Our Values and Commitment to Safeguarding:

• IR is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IR engages. IR expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
• The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.
• All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter-Agency Misconduct Disclosure Scheme.
• In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.
• By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.
• Islamic Relief is an equal opportunities employer

To cater to the higher living cost, IR Pakistan is transferring the exchange gain (PKR-GBP) on salary to staff at a prevailing conversion rate till further notice. Salaries are paid in local currency