HR Assistant Verified listing

Key Responsibilities

• Supporting the implementation of inclusive policies and procedures in the assigned area of responsibility to avoid systematic biases or discrimination
• Actively engage in on-going self-reflection and continues to advance their knowledge and skills related to diversity, equity and inclusion
• Facilitate training and resources for staff members on topics related to gender and diversity
• Performing general assistance and supporting tasks within the HR unit
• Assisting in managing knowledge by systematically documenting and disseminating know-how, information, and experience
• Supporting the development of HR instruments and assisting in the implementation of innovation and change
• Ensuring proper filing and documentation of HR records (both physical and digital) in accordance with GIZ’s filing rules and standards

NMA Filing, Documentation & Digitalization

• Maintains up-to-date and well-organized personnel files (physical and digital) for all national staff
• Supports in the restructuring and reorganization of existing NMA files to ensure compliance with GIZ standards
• Carries out the digitalization of personnel files
• Conducts digitalization of physical NMA files, ensuring accuracy, completeness, and secure storage in the Document Management System (DMS)
• Ensures all documents are filed and labelled correctly in accordance with GIZ’s filing rules, including use of templates, labels, and DMS structure
• Regularly audits files to ensure consistency, completeness, and confidentiality
• Assists in implementing improved processes for document tracking, archiving, and retrieval
• Coordinates with projects and programmes to collect, verify, and archive HR documents in a timely manner

Personnel recruitment

• Assists in searching for suitable staff in accordance with the requirements for the positions (through identified existing GIZ HR resources in the country/region) and assists with announcement of positions through appropriate print/electronic media
• Supports the personnel selection by evaluating applications and shortlisting candidates on the basis of the requirements or hiring criteria (when requested), obtaining references, organizing written tests and interviews, sending regret emails, etc.
• Documents the selection process, archives the documentation and enters the data in existing HRM systems

Conditions of employment and HR support

• Assists with drawing up the employment contract on the basis of the standard GIZ contract, local hiring conditions and the contents of the advertisement when requested
• Supports in drawing up internship agreement for GIZ office and projects/programmes and maintaining their respective files
• Updates entries in SAP HR application for national staff
• assists with all other organisational and administrative processing stages, e.g. monthly/yearly update of entries in SAP HR application for national personnel
• Helps prepare and issue necessary letters on request of national staff e.g. experience, employment confirmation, bank account opening, visa, etc.
• Supports in drawing up training agreement for national staff and ensure their filing in respective personnel file, where applicable
• Assists in processing overtime payments for all GIZ Pakistan eligible band 1 national staff
• Assists in processing end of contract/final settlements for national staff leaving GIZ and updating the health insurance company for their exclusion and updating other relevant systems accordingly
• Helps process salary advances of the national staff and ensures the relevant documentation is complete
• Shares relevant and accurate information with other sections to ensure correct processing of payroll, final settlement, etc.
• Maintains information on hiring conditions for national personnel (compensation system, salary groups, model job descriptions, labour law, etc.)

HR instruments and procedures

• Helps in implementing policies for national staff
• Assists in developing information material for new staff
• Helps in developing human resources instruments and procedures and their implementation
• Supports in organising induction event for new staff
• Assists in implementation and compliance with GIZ’s national staff policies and puts in place the corresponding HR instruments and procedures

Other duties/additional tasks 

• Helps organize/arrange meetings, trainings, events, interviews, etc. when required
• Prepares participation list for meetings, trainings, workshops, etc. when requested
• Prepares cost distribution as per participation during trainings/workshops/events, etc. when required
• Supports the focal persons from project/programme for NMA health insurance related matters and liaising with health insurance company
• Provides technical backstopping to the project/programme with regards to the electronic Leave management system related issues/questions

• Bachelor’s in HRM or business administration (with a focus on HRM) or related field
• Up to 1 year of professional comparable experience