1. Key Responsibilities
1.1 Project-Specific Responsibilities
Ø Develop and maintain the project staffing plan, recruitment schedule, organogram, personnel budget inputs, and complete recruitment files for the 18-month implementation period.
Ø Coordinate transparent, merit-based recruitment and contracting for project personnel, including TOR review, advertising, shortlisting, interviews, reference/background checks, offers, onboarding, probation, and separation.
Ø Maintain confidential personnel files, attendance and leave records, contract trackers, performance records, training records, and approved payroll-change information.
Ø Coordinate objective setting, probation and performance reviews, staff learning plans, coaching records, and timely management of performance concerns.
Ø Ensure induction and periodic training on the code of conduct, safeguarding/PSEA, child protection where relevant, anti-fraud, conflicts of interest, security, occupational safety, data protection, complaints, and whistleblowing.
Ø Advise managers and staff on fair HR procedures, staff welfare, respectful workplace practice, grievances, disciplinary matters, and duty of care while escalating serious risks appropriately.
1.2 Functional Responsibilities
Ø Implement and periodically review HR policies, procedures, templates, salary structures, job classifications, personnel records, and staff guidance in line with applicable law, organizational values, and donor requirements.
Ø Coordinate workforce planning and merit-based recruitment, including TOR review, vacancy announcements, shortlisting documentation, interview processes, reference checks, offers, and transparent recruitment records.
Ø Prepare and administer employment contracts, amendments, onboarding, probation, confirmation, transfers, attendance, leave, separation, and exit processes.
Ø Maintain secure and accurate personnel files and HR information, apply role-based access, confidentiality, retention rules, and responsible handling of sensitive personal data.
Ø Coordinate performance planning, probation reviews, annual appraisals, development plans, learning needs, and fair documentation of performance concerns.
Ø Support staff welfare, duty of care, occupational safety, respectful workplace practices, grievance handling, disciplinary processes, and referrals, maintaining impartiality and procedural fairness.
Ø Ensure all personnel receive and acknowledge the code of conduct, safeguarding/PSEA, anti-fraud, security, data protection, and other mandatory policies and training.
Ø Prepare accurate payroll changes and staff-cost information for Finance, while preserving segregation of duties and reconciling approved HR records with payroll inputs.
Ø Produce anonymized HR metrics on staffing, recruitment, turnover, leave, diversity, training, performance, and compliance for management decision-making.
Ø Advise managers and staff on HR matters promptly escalating legal, safeguarding, retaliation, conflict-of-interest, or serious employee-relations risks to authorized leadership.
1.3 Coordination, Reporting and Learning
Ø Maintain effective working relationships with relevant internal functions and authorize external stakeholders.
Ø Provide accurate and timely inputs to monthly, quarterly, annual, donor, management, and ad hoc reports as relevant to the position.
Ø Document implementation challenges, corrective actions, good practices, lessons learned, and recommendations for adaptive management and future programming.
Ø Participate in planning, review, coordination, and learning meetings and follow through on assigned actions.
1.4 Safety, Security, Gender, Inclusion and Safeguarding
Ø Comply with SWOE safety and security procedures and contribute actively to individual and team duty of care.
Ø Integrate gender equality, youth participation, disability inclusion, cultural sensitivity, conflict sensitivity, and do-no-harm principles into assigned work.
Ø Uphold the code of conduct and zero tolerance for sexual exploitation, abuse and harassment, child abuse, discrimination, retaliation, fraud, corruption, and conflicts of interest.
Ø Protect confidential and personal information; obtain informed consent; and immediately report safeguarding, security, fraud, or serious environmental and social concerns through authorized channels.
2. Key Working Relationships
Internal: Executive Director / Head of Operations; project team; MEAL/accountability; finance and administration; human resources; safeguarding/security focal points; and senior management. External: relevant line ministries and local authorities, communities, schools, universities, youth and women’s groups, civil society, suppliers/service providers, media, donors, and partners, as appropriate to the role and delegated authority.
3. Qualifications and Experience
Ø Bachelor’s degree in human-resource management, business administration, law, psychology, public administration, or a related field; a relevant master’s degree or HR certification is an advantage.
Ø At least four years of progressive HR experience, preferably in a non-profit or donor-funded organization.
Ø Demonstrated knowledge of recruitment, contracting, personnel administration, performance management, employee relations, payroll coordination, and confidential records management.
Ø Sound understanding of applicable labour requirements and safeguarding principles; ability to seek qualified legal advice when required.
Ø Strong Dari and/or Pashto and working English.
