Job Responsibilities and Accountabilities
Overall Job purpose:
The Senior Human Resource and Administration Officer (Senior HR/Admin Officer), based in the Country Office of Johanniter International Assistance (Johanniter) in Kabul, works closely with the Line Manager to support country programs in effectively managing, developing, and administering HR policies and procedures. The role encompasses various responsibilities, including but not limited to recruitment, onboarding, contract renewals, wage and salary administration, benefits management, training, employee relations, staff welfare, travel arrangements, and maintaining proper documentation.
Reporting lines
Reporting to: Head of the Mission
Supervising: HR/Admin Intern, Cleaners, Cook
Receives technical advice from: Global Support Unit – HR, HR team in the headquarters (HQ), Head of the Mission
Gives technical advice to: HR/Admin Intern, Cleaners, Cook
Standing in for: N/A
Tasks:
Strategy and Vision
- Actively supports the values of Johanniter and shapes his/her work according to these values.
- Contributes to the development and implementation of the global strategy of Johanniter in his/her area of responsibility.
- Supports the implementation of the country strategy in his/her area of responsibility in line with the global Johanniter strategy.
Leadership
- Actively lives the Johanniter’s Leadership Principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with the Johanniter Code of Conduct and related policies to achieve our goals.
- Actively lives and leads by example, upholding the Johanniter Leadership Principles, supporting wellbeing, and creating a culture where the leadership mindset can emerge and thrive, actively empowering and guiding team members to an inclusive, accountable work environment to achieve shared goals and embrace change. This is reflected in the day-to-day activities in line with the Johanniter Code of Conduct and related policies to achieve our goals
Key Responsibilities:
Human Resources Management
- Support the Line Manager in reviewing, developing, and implementing new and existing HR policies and procedures both in Afghanistan and globally.
- Serve as a resource for employees by interpreting organizational HR policies, processes, and workflows.
- Provide guidance on job descriptions, working conditions, wages, promotion opportunities, and employee benefits.
- Propose and implement staff welfare initiatives to support employee well-being.
- Identify training needs for staff and recommend development opportunities based on performance and development plans, in collaboration with department heads.
- Oversee the implementation of the national staff health insurance scheme.
- Address employee queries and assist with work-related problem resolution.
- Process, verify, and maintain records related to personnel activities, including staffing, recruitment, training, grievances, performance evaluations, and job classifications.
Recruitment and Selection
- Prepare job advertisements for vacant positions and recommend suitable advertising channels.
- Coordinate the preparation of recruitment schedules/plans for open positions.
- Provide a long list of candidates who meet the minimum criteria for the position to the hiring manager.
- Manage communication with shortlisted candidates and handle any necessary follow-up.
- Organize and prepare materials for written tests and interviews, including job descriptions, test and interview questions, and related documentation.
- Oversee the contracting process, conduct reference and background checks, extend offers to successful candidates, and manage salary and benefits negotiations.
On-boarding and Orientation
- Coordinate with supervisors and department heads to develop onboarding schedules for new hires.
- Conduct orientation sessions for newly recruited staff.
- Ensure all new hires complete the required documentation for personnel files.
- Coordinate with logistics and hiring managers to ensure new staff have appropriate workspaces and tools.
Contract Management and Legal Compliance
- Manage contracts for staff, interns, and temporary employees, ensuring timely initiation, tracking, and renewal or termination based on organizational needs.
- Maintain up-to-date personnel files with relevant information, including signed contracts, staff data, and expatriate staff documents.
- Maintain and regularly audit the HR filing system to ensure accurate documentation and compliance with established procedures.
- Oversee national staff payroll processes, ensuring accuracy and timely submission of payroll for review and for processing by the finance department.
- Ensure that payslips and timesheets are signed, collected, and properly filed in employee personnel records.
- Oversee the acquisition of work permits, visas, ID cards, business cards, alien registration, and other required documents for expatriate staff and visitors, in coordination with the Regional/HQ Office or external parties.
- Follow up on the organization’s registration renewals with relevant government ministries (e.g., Ministry of Economy).
General HR and Administrative Functions
- Monitor and manage staff attendance.
- Manage and maintain an annual leave planner for national staff, providing quarterly leave utilization updates to the Line Manager.
- Prepare plans for office and guesthouse supplies and stationery, monitor consumption, and raise purchase requests accordingly.
- Facilitate effective communication within the HR department and across other units/departments.
- Act as a liaison between the HQ HR team and Johanniter Afghanistan employees.
- Ensure the maintenance of office facilities and the guesthouse.
- Provide support to guests and visitors staying in the guesthouse.
- Produce monthly HR reports, such as SitReps.
Any other duties as assigned by the Line Manager.
