HR​/Admin Officer

The Duties and responsibilities may include but not limited to:

• Roll out personnel administration policies, processes, and tools in the operations field.
• Contribute to staff briefings on administrative matters and local employment conditions.
• Ensure that personnel files are archived in compliance with HI’s rules.
• Attend to planned project site visits when required.

• Upon receiving job descriptions and PRF from hiring manager, ensure revision of both before announcement of vacancy online.
• Contribute to all recruitment activities from vacancy announcement to contract signing in the operations field.
• Support and advise managers on the implementation of recruitment policy and tools in the operations field.
• Contribute to long listing, interview organization, verification of employment certificates, reference checks, police and health clearances.
• Prepare and share offer letters, Recruitment documents to HR Development Specialist for approval.
• Coordinate and facilitate the induction of new joiners with HR Kabul.
• Prepare the  of new joiners, update the expired ones and send for printing to Kabul.
• Prepare all administration related letters of new joiners (bank account letter, Police check, Health check, TIN number, guarantee letter).
• Ensure follow up on probation evaluation forms of new joiners.
• Ensure recruitment plan is regularly updated.

• Ensure the correct maintenance and completeness of personnel files, ensuring regular updates according to HI policy.
• Ensure that all key HR documents (contracts, appraisals, warnings, IDs, medical certificates, TINs) are properly scanned and filed.
• Follow up on staff attendance and update leave data for accuracy and compliance.
• Contribute to the renewal of contracts, amendments, and discharge of liability forms and share with HR Development Specialist for approval.

• Prepare overtime, attendance, and childcare allowances before payroll finalization.
• Ensure the correct documentation of approved and signed payroll on monthly basis.

• Assist on appraisal process and follow ups.
• Assist in refresher sessions and on-the-job trainings on HR policies, ethics, and administrative procedures.
• Assist in capacity-building trainings on HR and Administration topics for project team members and base staff when needed.
• Coordinate and facilitate the trainings with HR and Development team in Kabul.
• Ensure submission of training attendance sheets and training documents to HR/Development Specialist.
• Provide support to field staff on any training related topic.

• Ensure accurate data entry, updates, and reporting in HI People (new hires, contract renewals, leaves, exits, appraisals).
• Ensure timely completion of Professional Development Reviews, appraisals, attendance, and leave updates in HI People.

• Facilitate timely Exit process of the employee in HI PEOPLE in his operations field.
• Assist on the preparation of the clearance of leavers.
• Assist on conducting exit interviews with leavers.

• Ensure the correct application and communication of the policy and tools regarding staff representation in her/his geographical area.
• Assist in planning, organizing and monitoring the smooth running of elections of staff representatives in her/his geographical area.

• Contributes to the program's emergency preparedness actions and, during an emergency response, adapts his/her working practices to help facilitate an effective humanitarian response by HI.

• He/She ensures that all the assets affected to his/her base are properly identified and registered in compliance with HI procedures and donors’ guidelines and all assets of the are recorded in Equipment Monitoring Char (EMC).
• He/she Create Stock cards, Bin Cards for each item, He/She ensures update of after mentioned templates.
• Deliver goods to the requesting person on specific time, in compliance with Stock Release Order validated by concern people.
• He/Sher Ensure that all goods are…