Human Resource Assistant

Job Summary General Conditions of Employment PU-AMI requires all staff, at all levels, to uphold the highest standards of professional conduct and to adopt a zero-tolerance approach to breaches of the ethical framework, including sexual exploitation, abuse, and harassment (PSEAH), child safeguarding, fraud, corruption, and other forms of misconduct. you are expected to sign and comply with the Code of Conduct, complete all mandatory training, understand and comply with PU-AMI’s ethical framework and safeguarding policies, and promptly report any concerns or allegations in accordance with the established reporting and referral procedures, including through available safe and confidential complaint mechanisms. All staff share responsibility for maintaining a safe environment for colleagues and beneficiaries and for promoting respectful behaviour, accountability and the prevention of harm. The employee shall abide by this job description, his/her employment contract, and the PU-AMI Afghanistan National Staff Regulations, including their annexes and attachments, as well as any rules, regulations, and internal policies that may be adopted by PU-AMI Afghanistan. د استخدام عمومي شرایط کارمند باید د دې دندې د تشریح، د خپلې کاري قرارداد، او د (PU-AMI) د بشري منابعو د تګلارې له ضمیمو او اړوندو اسنادو سره سم، همدارنګه د هغو ټولو اصولو، مقرراتو او داخلي تګلارو پر بنسټ چې د (PU-AMI) له‌خوا منل کېږي، عمل وکړي . Work Relationship · Under the line management of: HR Officer · Under the technical supervision of (if applicable): HR Officer · Supervises: Nil · In regular collaboration with: All Departments Responsibilities and particular assignments: General summary of responsibilities: · In charge of facilitating tests and interviews. · In charge of leave management for both office and HF staff. · In charge of HOMERE database and contract management. · In charge of file management. · In charge of HR follow-up, including the training database and contract access database. Detailed responsibilities Objective 1: Recruitment and Hiring Activities/Main duties: Coordinate tests and interviews with Hiring Managers after receiving the shortlist. Contact candidates via phone and email to inform them about written tests and interviews, in accordance with the recruitment manual. Coordinate the test/interview venue with the Logistics and Security Departments. Organize technical tests and facilitate interviews as required. Arranging test papers and assign unique codes to each paper. Enter technical test scores into the selection tools, double-check the scores, and share the updated files with HR Officer. Provide support to other PU-AMI bases for conducting tests and interviews upon request. Ensure that all recruitment documents, including shortlists, written tests, interview forms, and selection sheets, are properly completed and filed. Conduct reference checks and share feedback with HR Officer. Ensure ID cards are issued at onboarding and collected at exit. Obtain and maintain records of TIN, work permit, medical certificate, police clearance, and bank account. Ensure onboarding documentation is complete and archived. Prepare recruitment files and HR files for selected candidates. Review selected candidates’ documents against their CVs and the HR checklist. Ensure that each employee receives a valid Job Description (JD) attached to their contract. Ensure that selected candidates sign the HR handout and PUI policies, including the Next of Kin & Proof of Identity Form, Self-Declaration Form, and other required documents, on their first day of joining. Create HR files for new joiners by collecting, properly organizing, and archiving all required documents according to the checklist. Prepare recruitment files in accordance with the recruitment file checklist. Objective 2: Filing & Archiving Activities/Main duties: Prepare and print the attendance sheets for Office staff, HF staff, and Mahrams 1–2 days before the start of the new month. Collect the attendance sheets from the previous month and distribute the new attendance sheets according to the checklist. Check and review the attendance sheets and leave forms to ensure that all required information is complete and nothing is missed. Objective 3: Monthly Attendance and Leave Management Activities/Main duties: Organize and scan monthly attendance sheets, leave forms, overtime forms, and night duty plans. Scan all HR files, including personnel files and recruitment files, and archive them on the electronic/external hard drive. Properly manage incoming and outgoing letters, maintain the correspondence register, and keep a copy of each outgoing letter. Keep HR files up to date with any changes to employees’ status, roles, or compliance requirements. Share scanned documents with the HR Officer for review and to ensure accuracy, completeness, and compliance. Regularly back up digital HR files to prevent data loss and share the updated files with the HR Officer. Maintain and archive copies of employees’ training certificates. Properly document and maintain records of disciplinary actions, warnings, and Performance Improvement Plans (PIPs), when applicable. Objective 4: HOMERE Database Activities/Main duties: Receive the updated PAR and PER files from the COO HR in HOMERE before processing payroll for the new month. Print the monthly approved payslips from HOMERE for all employees. Distribute the monthly payslips to employees for signature and file the signed payslips on a monthly basis. Objective 5: Cross-Cutting Activities/Main duties: Follow up on new joiners’ probationary period performance appraisals with employees and their direct and technical line managers. Maintain and regularly update the performance appraisal tracking sheet. Review employees’ probationary period and annual performance appraisals and properly archive them in their HR files. Prepare the monthly On-Call Guards salary database and share it with the HR Officer for review and further processing. Arrange and organize documents as requested for audits. Follow up on, update, and renew ID cards for office and health facility staff as needed. Follow up on and prepare business cards for staff as needed. Organize, scan, and archive night duty, salary advance, and overtime plans on a monthly basis. Update the MoE report on a quarterly basis and share it with the HR Officer. Update the contact list and organogram on a monthly basis and share with the HR Officer. Participate in external meetings when assigned by the Line Manager. Follow up on TIN and work permit acquisition for new hires. Follow up with new staff to provide any missing documents related to their HR personal files. Prepare final clearance documents and submit to HR Officer for processing. Submit a weekly HR report to the HR Officer. Perform any other relevant tasks assigned by the line manager. Job Requirements Mandatory qualifications / requirements: Bachelor’s degree in Business Administration (BBA), Management Science, or a related field from a recognized university. Minimum of two years of relevant experience in an HR department of an INGO/NGO, preferably in the same or a lower-level position. Fluency in Pashto, Dari, and English. Good computer skills and proficiency in MS Office applications. Familiarity with the HOMERE database is an asset. Excellent verbal and written communication skills. Reliable, detail-oriented, rigorous, and well-organized. Ability to manage priorities, take initiative, and work independently. Ability to maintain strict confidentiality of HR-related information and ensure that confidential information remains within the HR department. Understanding of PSEAH, child safeguarding, and other relevant organizational policies is an asset. Strong management skills in HR practices and procedures.