Afghanistan Social and Legal Organization (ASLO) is registered with the Ministry of Economy of Afghanistan. The organization was informally established in 2012 and officially registered with the Ministry of Economy of the Islamic Republic of Afghanistan in 2013. ASLO was awarded registration number 2852 by the NGOs Department of the Ministry of Economy, Kabul, Afghanistan.

Scope of Work:

The HR/Admin Assistant will be responsible for preparing staff monthly payrolls in coordination with the Kabul HR team, developing the Terms of Reference (ToR) for job positions, and announcing vacancies locally in the field. The role includes implementing recruitment processes and procedures, issuing job offers and contracts to selected candidates, maintaining the HR database and office files, and reviewing staff attendance sheets. Additionally, the HR/Admin Assistant will perform any other related tasks as assigned.

 

Responsibilities

The HR/Admin Assistant will be responsible for carrying out the following tasks, but not limited to:

Human Resources Functions:

• Prepare and update monthly staff lists and payrolls for all national staff, ensuring proper allocation of grants/departments in coordination with Kabul HR. Submit payrolls to finance for salary payments.
• Develop Terms of Reference (ToR) for job positions, announce vacancies locally in the field, and collect CVs.
• Prepare candidates' evaluation sheets (long/short lists) for all announced positions and send them to relevant departments for shortlisting.
• Implement recruitment procedures as outlined in the staff handbook and maintain records of all recruitments.
• Provide job offers and contracts to selected candidates and conduct orientation for newly hired staff.
• Ensure the implementation and introduction of all approved policies, including the National Staff Handbook, ensuring staff understanding and acknowledgment.
• Arrange interview committees for written and oral tests.
• Create separation checklists for national staff before their final payments.
• Complete exit evaluations upon employee separation.
• Follow up on and review local staff attendance sheets, providing feedback to line managers for tardiness or absences.
• Scan HR documents monthly and send them to the Kabul office.
• Coordinate annual appraisals for all employees, ensuring that staff are evaluated at the end of their probation period and on their annual appraisal due dates.
• Maintain HR office files and correspondence records properly.
• Prepare certificates of service for all staff at the end of employment with ASLO.
• Provide monthly reports on leave records, new hires, separations, etc., for payroll processing to the HR Coordinator.
• Develop the HR team and prepare job announcements for required positions.
• Ensure CVs are properly received, organized in folders, and handed over to the relevant section heads for shortlisting and further processing.
• Work with Oracle and other HR online systems to review recruitment processes.
• Update HRMIS reports monthly.
• Act as an administrator for written tests and participate in interviews.
• Submit monthly reports to the support office on HR and administration activities as required.
• Conduct reference checks for job candidates.
• Maintain proper records of recruitment files.
• Ensure the HR database is updated regularly and all employee information is collected on time.
• Update employee personnel files regularly and ensure compliance with file requirements.
• Ensure recruitment files, staff attendance, timesheets, and payrolls are prepared, checked, and filed properly on a monthly basis.
• Arrange induction training for newly hired staff.
• Prepare annual appraisals for organizational staff.

Administrative Functions:

• Receive and respond to requests and inquiries from government authorities.
• Handle travel arrangements for ASLO staff.
• Oversee office space maintenance, repairs, and utilization, ensuring a professional appearance of all offices.
• Follow up on incoming and outgoing letters.
• Ensure proper functioning and maintenance of equipment, facilities, and services.
• Ensure timely compliance with all administrative reporting requirements.
• Organize and coordinate office-wide events such as meetings, presentations, shows, holiday festivities, and celebrations.
• Identify emerging administrative and office management challenges, reporting them promptly to supervisors.
• Communicate and coordinate with landlords regarding lease agreement terms, providing advance notices if required by the lease agreement.

Qualifications & Requirements:

• Bachelor's Degree in Business Administration or Economics faculty or related fields.
• at least 2–3 years of specific related experience.
• Good communication skills, particularly in the local language (Dari/Pashtu)
• Speaking and writing ability in English
• Having experience working with government and non-government organizations
• Time management skills are needed to ensure programs are completed by the scheduled time.
• Good skills in report writing. 
• Ability to work under pressure and be honest and responsible.

Application Procedures:

Interested qualified candidates should submit a full CV with a cover letter explaining their motivation in applying for the job and highlighting their relevant skills and experience. To apply online, please send your application/CV to vacancies@aslo.org.af and clearly write the vacancy number and job title in the subject line (HR/Admin Assistant, ASLO-HRM-75). Otherwise your application will not be considered. 

Academic certificates or references need not be submitted at this time. These will be requested if called for an interview.