Protocol/HR Officer
International Federation of Red Cross and Red Crescent Societies
Total years of experience :10 years, 4 Months
HR Officer:
Responsible for providing support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and employee counseling.
Prepare briefing/debriefing program for all incoming and outgoing national and international personnel.
Ensure that the personal files for staff both Federation and staff seconded to PNSs (Partner National Societies) are according to Standardized Filing System and contains all required documents, tracks and updates any missing information/documents.
Responsible for interview preparations related to recruitment of National staff, including; setting up interview schedule, producing folders with all relevant documents for members of interview panels and contacting short-listed candidates.
Develop and implement a human resources plan and personnel management policies and procedures
Provide advice and assistance to staff and management on pay and benefits systems
Research and monitor human resource systems in other organizations within the community Explain and provisions of the personnel policy. Explain employment standards and legislation such as workers compensation, labor standards and Fair Practice Act. Organize the transitional provisions of employee compensation, pay and benefits when positions are transferred or new positions are funded through contribution agreements and other special funding arrangements. To check, send and record all insurance claims to insurance company.
Assist Senior HR Officer in the HR Management of International and National staff recruited for Pakistan Delegation and in daily/monthly HR procedures relating to national staff in Islamabad and in the fields.
As Protocol Officer:
Assist Head of Delegation for identified responsibilities.
Ensure the timely and accurate completion of the protocol issues and secretarial support to HoD and in his absence to his acting appointees whenever required.
Assist HoD in preparation of presentations in PowerPoint as assigned, minutes of the meetings as well as drafting of letters. Assist Country Programme Coordinator in drafting minutes of relevant Programme meetings.
Field monitoring visits with Head of Delegation.
Monitoring trips with Programme Monitoring and Evaluation team during the emergencies.
To receive, record and relay incoming and outgoing calls/messages from phones, fax and postal mails for HoD. Monitor communications with Diplomatic Missions, Embassies, International Organizations, NGOs, ICRC, Secretariat Geneva, National Societies, Senior Management and Governance and also with other External Relations. Maintain an updated data base of these contacts.
Ensure that the centralized filing is in place and maintained as per IFRC's Handbook for Delegates and 'Standardized Filing System for Delegates'.
Organize and manage diary and appointments for HoD, make arrangements for travel, visas, hotels and other administrative matters in liaison with relevant departments of the Delegation.
HR Officer:
Responsible for providing support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and employee counseling.
Prepare briefing/debriefing program for all incoming and outgoing national and international personnel.
Ensure that the personal files for staff both Federation and staff seconded to PNSs (Partner National Societies) are according to Standardized Filing System and contains all required documents, tracks and updates any missing information/documents.
Responsible for interview preparations related to recruitment of National staff, including; setting up interview schedule, producing folders with all relevant documents for members of interview panels and contacting short-listed candidates.
Develop and implement a human resources plan and personnel management policies and procedures
Provide advice and assistance to staff and management on pay and benefits systems
Research and monitor human resource systems in other organizations within the community Explain and provisions of the personnel policy. Explain employment standards and legislation such as workers compensation, labor standards and Fair Practice Act. Organize the transitional provisions of employee compensation, pay and benefits when positions are transferred or new positions are funded through contribution agreements and other special funding arrangements. To check, send and record all insurance claims to insurance company.
Assist Senior HR Officer in the HR Management of International and National staff recruited for Pakistan Delegation and in daily/monthly HR procedures relating to national staff in Islamabad and in the fields.
As Protocol Officer:
Assist Head of Delegation for identified responsibilities.
Ensure the timely and accurate completion of the protocol issues and secretarial support to HoD and in his absence to his acting appointees whenever required.
Assist HoD in preparation of presentations in PowerPoint as assigned, minutes of the meetings as well as drafting of letters. Assist Country Programme Coordinator in drafting minutes of relevant Programme meetings.
Field monitoring visits with Head of Delegation.
Monitoring trips with Programme Monitoring and Evaluation team during the emergencies.
To receive, record and relay incoming and outgoing calls/messages from phones, fax and postal mails for HoD. Monitor communications with Diplomatic Missions, Embassies, International Organizations, NGOs, ICRC, Secretariat Geneva, National Societies, Senior Management and Governance and also with other External Relations. Maintain an updated data base of these contacts.
Ensure that the centralized filing is in place and maintained as per IFRC's Handbook for Delegates and 'Standardized Filing System for Delegates'.
Organize and manage diary and appointments for HoD, make arrangements for travel, visas, hotels and other administrative matters in liaison with relevant departments of the Delegation.
• Assist the Head of Delegation in his daily work including, updating calendar, and arranging meetings with different National and International Partners and Embassies.
• Drafting, preparing and sending official Letters for Head of Delegation to Partners.
• Facilitate visas, accommodations for the Delegates and other staff.
• Correspondence with Partner National Societies and Pakistan Red Cross and Red Crescent Society.
• Assist Head of Delegation and Program Coordinator in preparing the Project reports.
• Drafting and sharing the minutes of the Staff meeting as well as Senior Management and Programme Coordination meetings.
• Country wide field visits with Head of Delegation and preparing field visit reports.
• Monitoring trips with Programme Monitoring and Evaluation team during the distributions and interview the beneficiaries.
• Business support assistance to Programme department during emergencies.
• Updating leave plans and field visit plans for program team.
• Maintaining the official files for Head of Delegation and Programme Coordinator.
• Assist the General Coordinator in his daily work including representing him in different meetings with partners of Medecins du Monde in Pakistan.
• Support and follow up with the implementation of “Smile Sorriere Project” implemented by Medecins du Monde in Islamabad in all stages including preparation, implementation and evaluation. Provided all administrative support to the International Delegation (Surgeons, Doctors etc.) to implement the Project effectively and smoothly.
• Attend all coordination meeting with partners and with international surgeons for Smile Sorriere project.
• Prepared the presentation on Smile Sorriere first round of interventions and presented to the whole staff for their understanding about the Project.
• Support the General Coordinator by drafting all reports including Field visit reports, Monthly reports as well as final report for Smile Sorriere Project to Medecins du Monde Headquarters.
• Assist General Coordinator in organizing different meetings within MDM structures and external including all secretary work for his daily meetings.
• Based on delegation from General Coordinator, representing Medecins du monde in different meeting with Pakistani partners to facilitate implementation of different projects.
• Performed HR Officer duties to cover maternity leaves of Senior HR Officer
• Coordinating recruitment process for Coordination and Field Offices
• Coordinating and facilitating induction of new employees
• Ensuring employee hard and soft personnel files are maintained and updated.
• Handling medical and life insurance claims and liaising with employees and insurance companies.
• Coordinating with finance department for monthly payroll.