SANKALPA

URL: www.isankalpa.org 

JD: HUMAN RESOURCES OFFICER

Summary: This position is responsible for managing human resources to fulfill the program mission in accordance with priorities, time and budget requirements. Other key duties include administration, planning and implementing strategies towards staff management, including appraisal, recruitment, and training. The responsibility will also include aligning the staff and organisation to the organisation goals and culture building. This position functions with a high degree of independent accountability, in accordwith professional and ethical standards, organizational policies and specific contractual requirements.

Duties and Responsibilities:

Human Resource Planning & Recruitment:

 Address human resource needs and sudden vacancy in the organization due to lay off/resignation of employees

 Coordinate recruitment and related processes

 Carry out joining procedure of recruits, issue probation letter, and ensure submission of required documents and their proper filling.

 Develop new and modify old Terms of References/Job Descriptions for various positions where needed.

 Address disciplinary issues and leave related issues of employees

 Carry out exit procedure by ensuring proper handover process.

 Amend or create new HR policies as required.

 Develop HR metrics formulation, pay band and pay scales.

 Assess staff training needs and organize capacity building for staff and team building sessions as per need.

 Arrange orientation programme and exposure visits across various projects for new employees.

 Organize annual picnic, and outdoor activities and training for staff

 Develop a HR SOP for the organisation

 Ensure employee satisfaction, appreciation and wellbeing by undertaking, planning and implementing activities for the same.

Volunteer/Intern/Research Student Management

 Developing volunteer and interns engagement plan in conjunction with Communication and Fundraising Officer and Circle Team.

 Ensure following of due process for volunteer/intern and research student management

 Serve as a contact person for various educational institutions

 Manage intern/volunteer/research students entry and ensure their strategic engagement.

 Ensure proper documentation for intern/volunteer/research students at entry and exit points and their filing

 Arrange orientation programme and exposure visits across various projects for intern/volunteer/research students

Documentation and Reports:

 Maintain and update Human Resource Information System (HRIS) and develop new HRIS as required.

 Maintain individual employee files in accordance with organizational requirements.

 Prepare and update database-cum-online register of employees for current financial year.

 Keep employee records up-to-date by processing employee status changes in timely manner.

 Maintain a filing system to record ex-employee documents.

 Develop intern/volunteer/research students for current financial year and will keep it updated all the time.

 Manage the flow of job applications and maintain a filing system that retains potential job applications for atleast two years.

 Maintain training attendance register and ensure safekeeping of training materials. Prepare training minute/reports where required.

 Engage in Circle Sub-Circle Leadership development, meetings and documentation as required

 Maintain photo documentation of staff training and recreational activities.

 Prepare annual intern/volunteer/research students placement report, employee performance appraisal report, staff training report and attrition report.

 Prepare and maintain other reports that are necessary to carry out the functions of the Human Resources Department. Prepare periodic reports for management, as necessary or requested

Performance Management:

 Arrange probation period assessment for new employees.

 Preparing offer letters for new employees and their contract letters post confirmation.

 Preparing key responsibility areas for each position and arrange and review half yearly and yearly appraisals

 Assist in 360 degree feedback mechanism on a yearly basis.

 Visit any two projects on a monthly basis for regular communication with employees and do need analysis. Prepare and send report on the basis of such project visits.

 Arrange and conduct in half yearly and annual employee performance appraisal.

Communication:

 Carry out basic communication to the employees e.g. HR notification and manage critical

communication.

 Develop communication and information material when required.

 Issue renewal of contract letters to all existing employees at the beginning of the new financial

year.

 Send birthday greetings to all employees and organize small celebrations/farewells.

 Assist in media invitations and visits to organization related events.

 Assist in other need based communication with donors and stakeholders.

 Providing support during fundraising events, annual programmes, and related events

General Administration:

 Track employee attendance on monthly basis and send salary clearance of all employees and project volunteers to Accounts Department

 Maintain and update online employee leave register and ensure proper filing of leave applications.

 Conduct general HR meetings with staff as required.

 Prepare Holiday lists on a yearly basis.

 Submit stationary requisition for the HR Department to the concerned authority in a timely manner.

Asset Management, Office Management, Budget and Financial Management

 Ensure maintenance of computer (hardware, software and antivirus) and accessories such as printer and pen drives, monitoring internet usage, data backup, and other project equipment such as digital camera, stationary requisition and ensuring workplace hygiene, cleanliness and safety of staff

 Manage cash advance requisition, monitoring of expenses and bill settlement, purchase visits, submitting bills to Accounts Department, ensure expenditure as per budget, of HR Department Inter Team Support and Support to the Organization as a whole:

 Provide support to other project teams as required.

 Attend various meetings as scheduled e.g. staff meetings, team meetings, monthly meetings etc.

 Participate in organizational events.

 Participate in various trainings and workshops.

 To carry out other duties as may reasonably be required from time to time.

CTC: Rs.3.5/- pa

Interested students with HR background knowledge / diploma holder mail their RESUME at: hr@isankalpa.org by May 21, 2021