Human Resources Officer

Job Summary Position Purpose The HR Officer delivers fair, efficient and compliant HR services for ASLO's Kabul Main Office, provincial offices and projects. The postholder supports workforce planning, recruitment, onboarding, personnel administration, performance, learning, employee relations and separation; maintains confidential records; and applies ASLO policies, Afghan labour requirements, donor obligations, safeguarding standards and internal controls. Key Duties and Responsibilities HR Planning, Policies and Systems Support annual workforce planning, staffing structures, position control, HR budgets and recruitment forecasts in coordination with departments and projects. Implement and explain ASLO's HR Manual, code of conduct, salary scale, benefits, leave rules and related procedures consistently across the organization. Identify procedural gaps and propose practical updates to HR tools, forms, standard operating procedures and internal workflows. Maintain an updated staff establishment list, organograms, position descriptions and HR calendar, and flag staffing risks to the HRM Manager. Recruitment, Selection and Onboarding Coordinate transparent, merit-based and timely recruitment processes, including approved requisitions, vacancy announcements, longlisting, shortlisting, written tests, interviews and selection documentation. Ensure recruitment panels apply conflict-of-interest, confidentiality, non-discrimination and equal-opportunity requirements. Conduct and document reference checks, employment-history verification, education and identity checks, and other approved pre-employment screening before an offer is finalized. Prepare offers, employment contracts, job descriptions and onboarding schedules after obtaining the required approvals. Deliver or coordinate induction on ASLO policies, code of conduct, safeguarding, prevention of sexual exploitation and abuse (PSEA), security, information protection, anti-fraud and whistleblowing. Track probation objectives and evaluations and ensure confirmation, extension or separation decisions are completed before the probation deadline. Personnel Administration and Records Create and maintain complete, accurate and confidential personnel files in both approved hard-copy and electronic systems, using the required checklist and access controls. Prepare and track contracts, amendments, extensions, promotions, transfers, salary changes and separation documents, ensuring timely approval and communication. Maintain staff biodata, emergency contacts, dependent information, identification records, education documents, signed policies, performance documents and mandatory acknowledgements. Monitor contract expiry, probation, leave balances and other critical dates, and issue advance reminders to responsible managers. Respond promptly and professionally to authorized employment verification and staff documentation requests. Attendance, Leave and Payroll Coordination Review monthly attendance, timesheets, leave records, duty travel and approved personnel changes for completeness and accuracy. Prepare verified HR payroll inputs—including starters, leavers, salary changes, leave without pay and authorized deductions—and submit them to Finance by the established monthly deadline. Reconcile the staff list, contracts, attendance and payroll inputs with Finance while maintaining segregation of duties; the HR Officer does not approve or disburse payroll. Maintain accurate leave records and advise staff and supervisors on entitlements and approval requirements. Performance Management, Learning and Development Coordinate annual goal setting, probation reviews, mid-year reviews and end-of-year performance appraisals, and track completion and quality. Guide supervisors and staff on objective setting, constructive feedback, performance improvement plans and documentation. Consolidate training needs, support the annual learning plan, coordinate approved learning activities and maintain training records. Support career development, succession planning and internal talent identification within approved organizational processes. Employee Relations, Conduct and Staff Welfare Provide accurate and impartial first-line HR guidance to staff and supervisors and refer complex or sensitive cases to the HRM Manager. Support fair, confidential and well-documented grievance, disciplinary and workplace investigation processes in accordance with policy and due process. Promote dignity, respect, inclusion, non-discrimination and a professional working environment. Assist with staff wellbeing, duty-of-care and workplace engagement initiatives in coordination with relevant functions. Conduct exit interviews, support clearance and handover, and ensure timely and accurate separation documentation. Compliance, Safeguarding and Risk Management Ensure HR practices comply with applicable Afghan labour requirements, ASLO policies, donor provisions and contractual commitments. Apply safeguarding and PSEA requirements throughout recruitment and employment, including safer recruitment controls and appropriate handling of concerns. Immediately report safeguarding concerns, suspected fraud, harassment, abuse, retaliation, conflict of interest or serious misconduct through ASLO's designated channels; do not conduct unauthorized investigations. Support internal and external audits, spot checks, due diligence and donor reviews by providing authorized, complete and traceable HR records. Protect personal data and confidential case information and share it only on an authorized, need-to-know basis. Maintain HR risk and compliance trackers and promptly escalate missing documents, policy breaches or control weaknesses. HR Information, Reporting and Field Support Maintain accurate HR databases and approved HR information systems and conduct routine data-quality checks. Prepare timely monthly, quarterly and ad hoc HR reports and dashboards, including headcount, vacancies, recruitment status, turnover, gender and diversity indicators, contract status, leave, training and performance completion. Provide HR coaching and technical support to project and provincial teams and conduct monitoring visits when authorized. Coordinate with Finance, Programmes, Administration, Security, IT, MEAL and project management teams on staff-related actions. Perform other reasonable HR duties assigned by the supervisor that are consistent with the purpose and level of the position. Key Deliverables and Performance Standards Key Result Area Expected Standard / Indicator Frequency Recruitment Approved recruitment files are complete, merit-based and traceable; vacancies are progressed against agreed timelines. Per vacancy Personnel files Active personnel files meet the approved checklist, confidentiality and document-control requirements. Monthly review Contracts Contract, probation and renewal actions are completed before their effective or expiry dates. Ongoing Payroll inputs Verified HR payroll inputs reconcile with contracts, attendance and approved personnel actions and reach Finance by the internal deadline. Monthly Performance Probation and performance-review trackers are current; overdue actions are followed up and escalated. Monthly / cycle HR reporting Accurate HR report and dashboard submitted to the HRM Manager by the agreed deadline. Monthly Induction All new staff receive and acknowledge mandatory induction and policies promptly after joining. Per new hire Compliance Audit and due-diligence requests are answered with authorized, complete and retrievable HR evidence. As required Job Requirements Required Qualifications and Experience Bachelor's degree in Human Resource Management, Business Administration, Public Administration, Law, Management, Social Sciences or another closely related field. A relevant master's degree or recognized HR certification is an advantage. At least three (3) years of progressively responsible HR experience, preferably with a national or international NGO, UN agency, humanitarian organization or other structured multi-site employer. Demonstrated experience in recruitment, personnel file management, contracts, attendance and leave administration, payroll inputs and performance-management coordination. Practical knowledge of applicable Afghan labour requirements and good HR practice; familiarity with donor-funded project compliance is strongly preferred. Experience maintaining HR databases or HR information systems and producing reliable reports and trackers. Experience supporting audits, due diligence, safeguarding compliance or HR case documentation is an advantage. Required Skills and Competencies Integrity and confidentiality: handles personal and sensitive information with discretion and sound judgement. Fairness and inclusion: applies policies consistently and supports merit-based, non-discriminatory employment practices. Planning and organization: manages multiple deadlines, priorities and records with strong attention to detail. Communication: communicates clearly, respectfully and professionally with staff at all levels. Collaboration: builds effective working relationships across departments, projects and provincial offices. Problem-solving: identifies HR risks and proposes policy-aligned, practical solutions. Accountability: accepts responsibility for the quality, completeness and timeliness of assigned work. Digital proficiency: strong command of Microsoft Word, Excel, PowerPoint, Outlook/email and shared filing systems; HRIS familiarity is preferred. Language Requirements Fluency in Dari and/or Pashto, with strong working ability in the other national language. Professional working proficiency in written and spoken English.