HR Officer

About the Organisation

Inspire Pakistan is a non-governmental, non-profit organisation implementing community-based and rights-focused programmes in partnership with donors, government counterparts, and other stakeholders. Its work focuses on supporting vulnerable and at-risk communities through accountable, inclusive, and ethical service delivery, with a strong emphasis on human rights interventions, including but not limited to Protection, Education, GBV and MHPSS.

Job Title

HR Officer

Reporting to or/supervised by

Reports to the HR Manager

Unit

Human Resources

Duty Station

Islamabad

Purpose

The HR Officer is responsible for managing and coordinating HR operations across Inspire Pakistan, including recruitment, staff documentation, HRMIS, payroll inputs, and compliance processes.

The role ensures accurate record keeping, timely coordination with field offices, and proper implementation of HR procedures, while maintaining centralised oversight of staff data and HR operations across all locations.

Key Responsibilities

Recruitment & Staffing

• Coordinate and manage end-to-end recruitment processes from requisition to onboarding.
• Process and track staff requisitions and maintain recruitment trackers.
• Coordinate vacancy announcements, shortlisting, interview scheduling, and panel communication.
• Prepare offer letters and coordinate joining formalities.
• Maintain complete recruitment documentation and records.

Onboarding, Contracts & Staff Lifecycle

• Prepare employment contracts, extensions, amendments, and HR-related letters for staff, interns, consultants, and volunteers.
• Ensure collection and verification of all joining documentation.
• Maintain and update personnel files (physical and HRMIS).
• Process staff movements including joiners, transfers, and exits.
• Coordinate exit processes including clearance and final documentation.

HRMIS & Staff Records

• Maintain and update HRMIS with accurate staff data including joiners, leavers, contracts, and leave records.
• Ensure all staff records are complete, updated, and properly filed.
• Verify HR data received from field offices and follow up on missing or incorrect information.

Attendance, Leave & Payroll Inputs

• Monitor attendance and leave records across all offices.
• Coordinate with field HR focal persons to collect attendance and leave data.
• Verify leave balances and deductions.
• Prepare and compile payroll input sheets including attendance, leave deductions, joiners, and leavers.
• Submit verified payroll inputs to Finance and address discrepancies.

Probation, Confirmation & Staff Tracking

• Maintain probation tracker for all staff.
• Circulate probation and confirmation forms to supervisors.
• Follow up for completion and process confirmation or extension documentation.

Compliance, EOBI & Policy Implementation

• Coordinate EOBI-related documentation and follow-up for eligible staff in line with organisational arrangements.
• Ensure staff documentation meets compliance requirements.
• Support implementation of HR policies, Code of Conduct, safeguarding, and PSEAH standards.

Disciplinary & HR Processes

• Support disciplinary processes and inquiries through preparation of documentation and notices.
• Maintain proper records of HR cases and ensure confidentiality.

HR Reporting, Dashboards & Work Planning

• Maintain HR trackers including recruitment, attendance, leave, probation, and joiners/leavers.
• Prepare monthly HR reports and dashboards for management.
• Maintain internal HR work plan to track progress of HR activities and ensure timely completion.

Field Coordination

• Coordinate with Admin/Finance Assistants acting as HR focal persons at field level.
• Ensure timely submission and accuracy of HR data from field offices.
• Follow up on delays or inconsistencies in HR records.

Team Management

• Assign tasks to HR Assistant and monitor completion of HR operational work.
• Review documentation, trackers, and records prepared by the HR Assistant.

Other Duties

• Perform any other duties related to organisational priorities as assigned by the HR Manager..

Qualifications & Experience

• Preferably Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Minimum 3–5 years of experience in HR operations or administration.
• Strong knowledge of recruitment, HR documentation, payroll inputs, and HRMIS is an asset.
• Strong organisational and coordination skills.
• Proficiency in MS Office and HR systems.

Policies & Compliance

• The position is subject to and governed by the organisation’s policies, procedures, codes of conduct and ethical standards.
• All staff are required to comply with all applicable policies at all times as a condition of employment.