Functions

Administration:

• Administration of HR Procedures & Labor Regulations.
• Internal Coordination to each departments in order to ensure the proper understanding and implementation of ACTED administrative and HR procedures.
• Prepare administrative documents such as internal memos and letters upon request.
• Implementing ACTED HR policies on ground level.
• Dealing life and health insurance cases.
• Dealing monthly EOBI.
• In charge of premises contract making and / or renewal as and when requested by Coordination.
• Maintain premises follow up, Training follow up, Recruitment follow up, Vacation follow ups ,Attendance sheets and all HR supporting documents and timely share with Country Office.
• Arrange travel of National and International staff from departure to arrival with direct contact and link with Country Administration & HR Department.
• Implementing Code of Conduct for office, guest house.
• Checking HR-Pay Roll of Sind and after finalizing sending to Country office for salaries reimbursement.
• Send monthly documents to country HR department.
• Meetings with Area coordinators for future planning and current issues.
• Prepare employment contracts for new staff and contract extension/amendment in case of renewal.
• Follow up of staff Appraisal forms as per ACTED HR Manual.

Recruitment:

• If requested by Area Manager prepare vacancy announcements for recruitment of national staff for the area and circulate through relevant channels.
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• For recruitment, set up short listing and interview panel, to be approved by Coordination.
• Check references of candidates upon request of Coordination
• Inform candidates about result of interviews and follow up hiring of successful candidates.
• Prepare employment contracts for new staff
• Ensure that all staff, including those newly recruited, is in the possession of and aware about ACTED guidelines and procedures as described in the HR Manual.
• Coordination with expatriate and program during writing TORs for their staff and appraisals of staff.
• Removing the factor of biasness during hiring through implementing the HR policy properly.
• Giving training to all staff on HR policy, Communication skills, Motivation factors, harassment, Organizational Behavior, & work ethics.

Maintenance of Personnel Files:

• Copying of relevant docs between the country office and base.

• Preparation of Exit Forms.

• Preparation of HR memo’s, to be signed off by AC.

• Preparation of Monthly HR Follow-Up including.
• Leave follow-up
• New Staff; Dismissals,
• Contract completions & renewals
• Welfare Issues
•  Any other relevant issue arising during the month
• Discipline Issues

Filling:

• Supervise to maintain all administration files in the office, including personal folders for every staff member
• Ensure that no-one has access to personal folders, except upon specific request from Manager.
• Supervision of  Administration & HR  Assistant for doing proper filling.

Any other HR-related task requested by the Area Manager/Area Coordinator.

Accountability to Communities and Beneficiaries

The staff member is responsible for ensuring that all relations with the communities we work are conducted in a respectful and consultative manner.  Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED programme objectives, activities, beneficiary selection criteria, and methodologies.  This is the responsabilité of every ACTED staff member.