Job Summary:

The HR Assistant will support the People and Culture Manager in the effective execution of day-to-day HR and administrative functions.

The role involves assisting line managers with recruitment and selection processes, managing employee benefits, maintaining accurate HR records, and providing comprehensive clerical and administrative support to employees across the organization.

Job Responsibility:

Recruitment & Selection (15% of the time):

1) Assist the People and Culture Manager in advertising the vacant positions.

2) Provide support in long Listing to the People and Culture Manager.

3) Draft JDs according to the program and operations needs and share with the People and Culture Manager and relevant staff.

4) Correspondence with the short- listed candidates (calls and emails for test and interview)

5) Provide support in conducting Interviews.

6) To participate in an interview panel for the direction of the People and Culture Manager

7) Conduct reference checks for the potential candidates.

8) Share Policies and joining documents with the recruits.

9) Arrange the orientation of new hires according to the policy and procedures

10) Coordinate with relevant departments to ensure smooth onboarding of new staff by arranging schedules, and providing all required documentation in a timely manner.

Compensation and Benefit Management (30% of the time)

1) Assist the Line Manager in compiling the supporting documents for the monthly payroll and associated reports for submission to finance, as well as other departments.

2) Keep track of national staff leaves. Prepare and update the leave record and submit the monthly record to finance.

Keep all staff members updated on their leave balances by uploading the record to OneDrive.

3) Review OPD and IPD claims to ensure accuracy and complete documentation and submit to Finance/ Insurance Company after getting it reviewed by the Line Manager.

4) Follow up on claim reimbursement and report any issues that may arise to the line manager.

5) Timely intimation of Addition/Deletion to health and Life Insurance companies.

6) Update EOBI portal and generate a voucher for payment of contribution (Employee and Employer)

7) Follow up on overtime to ensure timely submission.

8) Assist the People and Culture Manager in conducting benefit surveys and analysis as and when necessary

Effective Staff Transition Process and Departures (15% of the time)

1) Prepare and circulate staff contract amendments and related documentation, and inform managers of changes and upcoming contract expiries.

2) Prepare Quit Claim Forms (QCFs) and submit them to Finance upon completion of the staff clearance process.

3) Guide departing staff on checkout procedures and ensure timely completion of all clearance requirements.

4) Maintain an updated tracking record of different trackes. 

5)Ensure all exit-related documentation and procedures are completed in compliance with organizational policies.

6) Maintain exit interview data and reports for management review and analysis.

7) Coordinate farewell arrangements, including gifts and shields, for departing staff in line with organizational policy.

Staff Training and development  (10% of the time)

1) Support People and Culture Manager in preparing Training Need Assessment (TNA) of all staff based on APAAs.

2) Facilitate staff in getting enrolled in relevant and mandatory trainings.

3) Maintain database of trainers with respect to their expertise in various training fields. 

4) Maintain database of training attended by staff.

5) Assist in arranging customized trainings for staff as per organizational requirement.

7) Ensure that prior to training, service agreement is signed as per policy, if applicable.

8) Ensure that all staff completes the mandatory courses on Care Academy.

HR Administrative Tasks and Data base Management (25% of the time)

1) Draft letters for staff including but not limited to reference letters, account opening letters etc.

2) Orient staff on Timesheet /PARs submission and ensure that Timesheet /PARs are filled appropriately and are submitted on time

3) Maintain personnel files. Ensure that all files are complete and have all required documents for reference.

4) Ensure that personnel records of all staff are in order including employment details, medical and life insurance

Perform other duties as assigned (5% of the time)

Any other tasks or responsibilities based on organizational and programming needs, as assigned by Line Manager.

Qualifications (Know How)

Required

Bachelor’s degree in management sciences or social sciences.

Desired

MBA/master’s degree in HR.

Experience/Technical Skills

TECHNICAL SKILLS:

Minimum 1-2 years of previous professional experience in a similar position in development sector, corporate organization or private sector.

 1) Excellent communication, presentation, and interpersonal skills both in English & Urdu

 2) MS Office proficiency and working knowledge HR related software

3) Knowledge of Pakistan Labor Laws will be an added advantage.

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

CARE is an Equal Opportunity employer. We provide equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, religion, ancestry, national origin, age, disability, marital status, or veteran status, or any other characteristics protected under applicable law.