HR Assistant

About Secours Islamique France:

Since its founding in 1991, Secours Islamique France considers that diversity is a wealth. We study therefore all applications to the extent that they present the skills required for the position to be filled.

Our Organization is particularly concerned with the ethical and deontological dimensions in all its activities. we therefore reserve the right to systematically check criminal records during the recruitment process, in accordance with current law. In line with this policy, SIF practices zero tolerance towards any type of fraud, corruption, harassment, abuse, or violence of any nature whatsoever, and, more generally, any violation of legislation, regulations, or the code of conduct established internally.

SIF is a humanitarian organization, and the principle of “Do no harm” is therefore central: we ensure that respect and the safety of the children we support in our projects is a primary consideration for all our collaborators and partners. Our charter is a real commitment: we mobilize all of our staff in the promotion, dissemination and respect for the principles laid down.

Diversity, Equity & Inclusion:

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable, and inclusive than we are today.

About the Position:

Based in Quetta, Balochistan, the HR Assistant works under the direct supervision of the HR Manager &/or HR officer. He/she is skilled in INGO Personnel management. To provide efficient operational support in all manners in the fields of HR management, other HR-related tasks and requests related to general queries, processes and policies with full confidentiality. Provide support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and record keeping.

Responsibilities: 

• Performing all actions and producing all documents, feedback and links that will allow the organization to achieve its objectives and provide support to HR self-audit and monitoring capacity.
• Update and organize all HR documents.
• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, etc.
• Assist the (HRM & HRO) in national staff HR management in coordination
• Under the final responsibility of the HRM & HRO, assist in the recruitment of all Quetta staff: Circulation of the job announcement, long  listing of candidates, Call for Tests/Interviews, candidate attendance sheet, facilitation in interview and written test, recruitment result compilation, reference check, (both for Coordination and Projects)
• Notifies interviewees of not-selected candidates
• Monthly pay slips preparations and ensuring that all SIF staff signed and submitted to the Finance department (Coordination and Projects)
• Circulates the information regarding HR management, & ensures follow-up of the memos list
• Assists and facilitates the HR for HR Internal Audit of all SIF staff personal files. Notifies HRM & HRO in case of any observation regarding performance appraisals, leaves, attendances, or any other issue related to HR management.
• Accurately drafts and/or writes routine reports and correspondence
• File originals of all documents listed above and ensure all files are constantly updated
• Ensure that all bases send originals of staff personnel files to the Country Office & are followed on a regular basis to update the missing documents
• To liaise with the logistics department to ensure that all staff have the Identity Cards
• Assist HRO in Posting job ads and organizing resumes and job applications
• Scheduling job interviews and assisting in the interview process
• Preparing new employee files Preparing new employee files according to the instructions of the HRO
• Assist HRO & HR Manager in orienting new employees to the organization
• Maintains confidential organized human resources records and personal files: new hiring, employment contracts, relocation, letters of disciplinary actions, terminations, and changes in the job description of all SIF national staff
• Assists the HR coordination Team in the internal audit HR department (Attendance record, leaves record, medical records, Staff roasters)
• Assist in filling and maintaining HR Files & databases
• Assist in updating and maintaining employee benefits, employment status, and similar records in staff files
• Assist HRO in preparing Payroll documentation every month
• Assist in Collect Leave data from all bases and timely share with the line Manager
• Assist in Collect and checking staff overtime on all basis and sharing with the line Manager
• Collect Perdiem from all bases and processes
• Disseminate monthly payslips to all staff
• Assist in the administrative follow-up of staff sick leave, annual leaves and others and ensure all documentation is completed timely and according to the procedures.
• Assist Islamabad staff on medical claims by providing guidance
• Works together with HR Team of Coordination office to support the organization in training events when required
• Maintains the medical reimbursement record of Coordination and projects staff and report to HRO in case of noticing irregularities
• To keep up to date follows-up of SIF ID card, Probationary Tracker, Recruitment tracker
• Assist HRM & HRO in the Preparation of reporting and audit documentation

KNOWLEDGE/SKILLS/BEHAVIOR

• Knowledge of Recordkeeping                                                                        
• Ability to organize work schedule on a regular basis and flexibility; discrete and respectful to confidentiality
• Excellent computer knowledge with command on MS Excel among other packages of MS Office
• Ability to juggle multiple activities and work under pressure
• Good knowledge of the Labor law of Pakistan
• Good communication skills in English
• Behavioral Flexibility                                
• Analytical Thinking 

Competencies    

• Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.
• Address needs and requests in a professional way.
• always interact with children in presence of their parents or caregivers.
• Always respect beneficiaries’ confidentiality.
•  Report any incident or act that causes harm to beneficiaries or to others.
• Aware of child protection/safeguarding concept.
• to establish and maintain effective working relations with people of different cultural backgrounds.
• Strong cross-cultural communication skills.