Human Resource Assistant

Job Summary General Conditions of Employment PU-AMI is a humanitarian organization committed to safeguarding and protecting individuals affected by our activities and to ensuring a safe and respectful environment for all staff and beneficiaries. Adherence to the ethical framework (including sexual exploitation, abuse, and harassment (PSEAH), child safeguarding, fraud, corruption, and other forms of misconduct) is a fundamental requirement for all roles. All selected candidates must sign the Code of Conduct, complete all mandatory training and demonstrate a clear understanding of, and commitment to, PU-AMI’s ethical framework and safeguarding policies, including their responsibilities to prevent, report, and respond to concerns in accordance with the established reporting and referral procedures, and to uphold accountability to affected populations. As part of PU-AMI's commitment to safe recruitment, all candidates will be subject to appropriate screening procedures, which may include reference checks, verification of employment history, and disclosure of any past misconduct related to safeguarding, PSEAH, or other serious violations. PU-AMI considers the diversity of race, beliefs, languages, gender, background, and status within its human resources as a key asset to its humanitarian work and is fully committed to upholding the principle of non-discrimination throughout its recruitment processes. Please note that PU-AMI will under no circumstances request any financial contribution for administrative fees related to recruitment. Any such request should be considered fraudulent and disregarded. 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 روابط کاری Work relationship روابط کاری Work under the responsibility of تحت مسولیت شخصیکه کار مینماید : HR Officer Supervise اشخاصی را که نظارت میکند : Nil In direct cooperation with در همکاری مستقیم با : All departments Responsibilities and particular assignments مسؤلیت ها و وظایف مشخص General Responsibilities مسؤلیت های عمومی : - In charge of the facilitation of tests and interviews. - In charge of leave management of the office and HF Staff. - In charge HOMERE database & Contract Management - In charge of file Management. - In charge of HR follow-up (Training Database & Contract access databases) Objective 1 هدف اول: Recruitment and Hiring. Activities/Main duties فعالیت ها/ وظایف عمده: ………………………………………………………………………… - Coordinating test/interview with hiring managers after receiving the shortlist. - Call and email the candidates for the written test/interview as per the recruitment manual. - Coordinate the test/interview venue with Logistics and the security department make sure the list of female candidates/visitors has been shared with ASO at least 1-day advance. - Organizing the technical tests and conducting the interviews based on need. - Arrangement of test papers and assigning unique codes to the papers. - Add technical test scores in the selection tools, double-check them, and share the updated file with the JAL HR team. - Provide support to other bases of PU-AMI for their test/interviews based on their request. - Filling in properly all recruitment documents, shortlist, written test, interview, and selection sheet. -Preparing recruitment files and HR files of selected candidates. - Review the documents of the selected candidate as per his/her CV and HR checklist of selected candidates. -Make sure each employee receives a valid job description attached to his/her contract. -Make sure the selected candidate signed the HR handout/PUI polices including Next of Kin & Proof of Identity form, Self-Declaration form, etc on the first day of the joining. -Creating an HR file for a new joiner involves collecting, properly organizing and archiving documents as per the checklist -Prepare the recruitment files as per the checklist Objective 3 هدف سوم: 5. Filing & Archiving. Activities/Main duties فعالیت ها/ وظایف عمده : - Organizing and scanning the monthly attendance sheets, leave forms, over time forms, night duty plan on monthly bases. -Scanning of all HR files (HR Personal files and Recruitment files) and archive them in the electronic/external hard disk. - Properly manage the IN and OUT letters. Keep the record book and a copy of each outgoing letters. - Keep HR files up to date with any changes to employee status, roles or compliance requirements. -Shared the scanned data with HR Officer for review and to ensure accuracy, completeness and compliance. -Regularly back up digital files to prevent data loss and share with HR team. -Keep and archive copies of the employee’s training certificates. -Documentation of any disciplinary actions, warnings or performance improvement plans. Objective 2 هدف دوم: Monthly attendance and leave management. Activities/Main duties فعالیت ها/ وظایف عمده : - Prepare and print the Office staff, HF staff and Mahrams attendance sheets .1-2 days before start of the new month. - Collect the attendance sheet of the previous month and submit the new attendance sheet as per the checklist. - Check and review the attendance sheet and leave form, and make sure nothing is missed. Objective 4 هدف چهارم : HOMERE Database. Activities/Main duties فعالیت ها/ وظایف عمده : -Receive the updated PAR+PER from Coo HR in HOMERE before working for the new month. -Print the monthly approved payslips from HOMERE for all employees each month. -Submit the monthly payslips to employees for their signature and file them on monthly basis. Objective 5 هدف چهارم : Cross-Cutting. Activities/Main duties فعالیت ها/ وظایف عمده : - Follow-up with new joiner probationary period performance appraisal with staff and direct and technical line managers. -Maintain updated performance appraisal tracking sheet. -Review the employees’ probationary period and annual performance appraisals and properly archive them in the HR file. -Prepare monthly On-Call guards salary database and share with HRO for the review and further process. - Arrange and organize the documents as per the Audit request. -Submit weekly report to HR Officer. - Any other relevant tasks that may be assigned by the line manager. Job Requirements Qualification/ Requirements تحصیلات و شرایط لازمه · Graduated from a recognized university with a degree in BBA, or Management Science. · Minimum of two years of experience in the HR department of an INGO/NGO, in the same or a lower position. · Fluency in Pashto, Dari, and English. · Proficient in computer skills. · Familiarity with the HOMERE database is an asset. · Excellent verbal and written communication skills. · Reliable, rigorous, and well-organized. · Ability to manage priorities, take initiatives, and work independently. · Must ensure that confidential information is maintained within the HR department only. · Understanding of PSEAH, child safeguarding, and other relevant policies is an asset. · Strong management skills in HR practices.