HR Assistant - Female

The Terre des hommes Foundation (Tdh), with headquarters in Lausanne and an office in Zurich, is the leading Swiss child rights organisation with more than 2000 employees worldwide. We stand together with children to uphold their rights, protect their lives and improve their well-being. We achieve this through innovative programmes focused on health, migration and access to justice, specially designed to have a positive and sustainable impact.

Tdh has been working in Afghanistan since 1995 and carry out projects related to Child Protection, Mother and Child health and Livelihood Programs in Kabul, Balkh, Kunar and Nangarhar provinces.

The HR Assistant is responsible for supporting the implementation of day-to-day human resources activities in the Nangarhar, with focus on supporting HR administration related to female staff. The position assists in the delivery of HR processes in accordance with organizational policies, procedures, and applicable regulations.

The HR Assistant works under the supervision of the Field Coordinator and in close coordination with the HR Manager and Senior Recruitment Officer. The position provides administrative and operational support across recruitment, onboarding, personnel filing, attendance management, leave administration, payroll inputs, staff documentation, and HR reporting.

Main responsibilities:

• Support the implementation of recruitment processes in coordination with the Senior Recruitment Officer and hiring managers.

• Communicate with candidates regarding recruitment activities, including written tests, interviews, recruitment outcomes, and scheduling of recruitment-related meetings and assessments.

• Assist in conducting reference checks and other recruitment-related documentation.

• Verify candidates' supporting documents and ensure they are consistent with the information provided in their applications. Report and document any discrepancies identified during the recruitment process.

• Prepare personnel files and ensure all required recruitment documents are collected and filed.

• Support the onboarding process and facilitate induction sessions for newly recruited employees.

• Create, organize, and maintain employee personnel files, ensuring that all required HR documents are complete and properly filed.

• Ensure employee records are updated and maintained accurately in HR databases and tracking systems.

• Maintain confidentiality and security of employee information at all times.

• Collect, update, and maintain attendance records, timesheets, and leave tracking data for field-based employees.

• Monitor leave balances and follow up with staff and supervisors on leave documentation.

• Verify HR documentation related to attendance, leave, and absences before submission to the Coordination Office.

• Prepare and submit monthly payroll supporting documents, including approved timesheets, leave forms, and attendance records, to support payroll processing by the HR department.

• Provide day-to-day administrative HR support to employees, respond to routine HR inquiries, and assist staff in understanding and completing HR forms and required documentation.

• Support the dissemination of HR policies, Code of Conduct, procedures, organizational announcements, and other HR-related communications.

• Refer sensitive or complex HR matters to the HR Manager or Field Coordinator as appropriate.

• Assist in coordinating performance review processes and maintaining appraisal documentation.

• Support the organization of staff training sessions and learning activities as directed by supervisors, maintain training records, and support follow-up on staff development initiatives.

• Support internal and external HR audits by preparing and providing required documentation.

• Prepare routine HR reports and personnel statistics for review by the HR Manager and ensure HR records and documentation comply with organizational requirements and filing standards.

• Assist in employee separation processes, including clearance procedures, document collection, exit interview arrangements, and preparation of separation documentation and final HR records, and perform any other HR-related duties assigned by the supervisor(s).

• Perform any other HR-related duties assigned by the line manager.

Education :

• Bachelor’s degree in human resources management, Business Administration, or relevant field
  

Experience / Skills :

• Minimum of 3 years of professional experience in Human resource management field within INGOs or international organizations.
  

Languages:

• Excellent verbal and written English, in addition to fluency in Pashto and Dari
  

IT knowledge :

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Tdh General Code of Conduct and Ethical Policies :

• Commits to promoting and complying with the Global Code of Conduct, systematically reporting any violations of the Code through Tdh's formal reporting mechanisms and dealing with any violations of procedures and processes appropriately.

• Raises awareness of the Foundation of the risks of policy non-compliance, violence and abuse, and related rights, towards children, community members and our own employees.

• Undertakes to comply with key ethical policies and guidelines, including the Safeguarding Policy, the Anti-Fraud and Corruption Policy, the Conflict-of-Interest Policy and other policies related to the prevention of terrorist financing and criminal activities, as well as workplace behavior.

• Commits to putting values and principles into practice through exemplary behavior, in full compliance with the Code of Conduct, and always respecting established procedures and processes.

• Commits to developing a compliant and enlightened management culture within the organization and in our work with children and the communities in which we operate.

References :

Please note that all job offers will be subject to satisfactory references and checks (criminal record and anti-terrorism funding check). Terre des hommes will ask the Human Resources of previous organisations to provide references on any findings of sexual exploitation, sexual abuse and/or sexual harassment as well as fraud and corruption, during employment, or incidents under investigation at the time the candidate left employment.

Procedure:

Only complete applications (updated and accurate CV + covering letter) received through Tdh online application platform will be processed. It is essential that all information provided is complete, truthful and verifiable, as any discrepancies may affect your eligibility in the recruitment process.

Additional documents (diplomas, work certificates, etc.) will be requested at a later date. 

Please note that

• Only applications submitted through the online platform will be considered. Applications submitted by email, in person, or through other means will not be accepted.

• Only shortlisted candidates will be contacted for the next stages of the recruitment process.

• Tdh upholds the principles of equal opportunity, diversity, and inclusion, and maintains a zero-tolerance policy toward any harm, abuse, or exploitation of children or vulnerable adults by staff, representatives, or partners.

• Female candidates and persons with disabilities are strongly encouraged to apply. Tdh values the diversity, perspectives and contributions each individual brings to the team.