Role Purpose:
The overall responsibility of the position is to ensure the continued operational functionality of the HR systems so that operations continue to be unhampered. The position likewise requires the provision of support in the maintenance of the Human Resource data.
There is a confidentiality requirement for this position and should never be breached: This requirement includes ensuring that all staff data in Mission East are preserved, with proper and regular back-up and are not shared with third parties except only when given expressed permission by the Country Director.
Key Working Relationships (horizontal & vertical)
Vertically: With this post report to Human Resource Manager.
Horizontally: With program department, Procurement unit, Logistics unit, Security unit, regional operations and MEAL unit.
Scope of the Role:
Reporting to Human Resource Manager to ensure the quality of HR, in line with the Missions East country strategies, vision, mission, and values and/or as per donor required standards.
Key Responsibilities and Accountabilities
The HR Officer is accountable to fulfill his/her roles and responsibilities in line with Mission East Code of Conduct, values, principles and to report to his line manager on defined key performance indicators as follows:
Recruitment Management:
- Assure that recruitment of national staff adheres to the Mission East regulations
- Be part of recruitment panel and provide facilities and guides for recruitment panel
- Do announcements and checking of new joiner personal documents and reference checks
- Maintain up-to-date staffing lists by program and department.
- Assure that employee performance evaluations are completed as scheduled on time
- Assure me that all national staff have an up-to-date and relevant job description.
- Responsible for the orientation of all new national staff in northeast and present the policies and procedures for new joiners
- Assure all new staff receive copies of the Afghanistan National Staff Policy Handbook and are alerted to benefits. Continue with support and advice on policies as required
- Assist the HR Manager in implementation of HR policies and procedures at the regional level
- Have a clear understanding of all ME policies and program needs; facilitate trainings all support staff to ensure the smooth, uninterrupted implementation of all ME programs.
- Assure the adherence of support staff to Mission East administrative, HR procedures and staff policies. Provide training and guidance to support staff as needed
- Attend the NGOs or Governor Coordination meetings related to HR.
- Maintaining personnel files for all northeast staff.
Human Resource Management:
- Update personal files to ensure accuracy and compliance
- Prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, to ensure local labor and fiscal law compliance
- Enter data into the HR database and keep them up to date to facilitate HR processes management
- Responsible for the smooth running of the capacity building and training activities at the provincial level.
- Organizes, facilitates, and leads HR training activities at the provincial level.
- Update Social security employee files to meet legal requirements and duties
- Draw up monthly pay slips for all staff, editing and updating the necessary data, to ensure the punctuality and accuracy of staff payroll.
- Draw up the final pay slip and employment certificate at the end of a contract to meet legal requirements while defending Mission East interests.
- Follow up all expiring ID cards, contracts, performance and inform HR Manager to leave enough time to arrange a renewal or look for alternatives
- Assist the HR Manager in the prevision of monthly treasury and planning to ensure coverage of daily needs, advances on salaries, payroll, etc.
- Support the line manager in translating documents into local language
- Give regular feedback to the line manager and report directly any issue or incident
- work on updating training material, modules, and tools, develop facilitation guides
Administration and disciplinary Management:
- Maintain the annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff
- Coordinate with deportment coverage for office operations during leave of key national staff.
- Oversee the monthly procedure of time sheets for all staff including collection and review. Train new staff in time sheet procedure.
- Advise national staff on disciplinary procedures.
- Advise national staff on raise policies and procedures.
- Assist HR manager in conducting or arranging for trainings and/or other human resource development activities
- Orient newly hired employees on Performance Management System and Individual Operating Plan in northeast offices.
- Oversee the clearance of terminated employees as per ME Afghanistan policies and procedures.
- Participate in disciplinary, hiring and termination meetings with program staff upon request.
- Maintain confidentiality of all national staff personnel issues including disciplinary procedures, contracts and pay rates
- Identify weaknesses in current HR systems, advise supervisor on outstanding issues and assist in designing and implementing as required.
Others:
- Report to the Country Director or PPM regarding any information, which has, or may have, an impact on operations, be it obtained by investigation or chance occurrence.
- Upon the instruction of the Country Director, travel to other provinces and work there for capacity building and other exposure.
- Upon the instruction of the Country Director, be the member of the internal audit committee and do working accordingly.
- Act in accordance with the procedures laid down in the "Mission East Afghanistan Security Manual".
- Carry a Mission East ID card at all times when on Mission East business.
- Act in a professional and appropriate manner at all times.
- Upon instruction of the Country Director, conduct six monthly internal HR audits (sample based) of all HR files and procedures and compliances with HR Manual.
- Any other tasks assigned by the supervisor.
