Position Purpose
The Field HR Officer supports the consistent, timely and compliant delivery of human resources services for ASLO’s Samangan provincial office and assigned project teams. The postholder coordinates recruitment and onboarding, personnel and attendance records, leave administration, payroll inputs, performance and training processes, and first-line HR guidance. The Field HR Officer applies ASLO policies and procedures, applicable Afghan labour requirements, donor conditions and safeguarding standards, and refers sensitive or complex matters to the HR Manager.
Duties& Responsibilities
- Support provincial workforce planning by tracking staffing needs, vacancies, contract status and anticipated recruitment in coordination with the HR Manager.
- Coordinate approved recruitment activities in Samangan, including vacancy announcements, receipt and secure handling of applications,and completion of recruitment records.
- Ensure recruitment processes are merit-based, confidential and consistent with ASLO’s conflict-of-interest, equal-opportunity and non-discrimination requirements.
- Coordinate reference checks and other approved pre-employment checks, and submit complete documentation to the HR Manager before an offer is finalized.
- Support the preparation and timely signing of employment offers, contracts, amendments and other personnel documents, ensuring the necessary approvals are in place.
- Coordinate new-staff onboarding and induction, including acknowledgements of ASLO policies, code of conduct, safeguarding, PSEA, security and other mandatory requirements.
- Maintain complete, accurate and confidential personnel files for staff under the assigned area of responsibility, following approved checklists and access controls.
- Track contract end dates, probation periods, leave balances and other critical HR deadlines; remind managers in advance and escalate overdue actions.
- Maintain staff biodata, emergency contacts, attendance, timesheets, leave and authorized personnel-change records.
- Review monthly attendance and timesheets for completeness, resolve routine discrepancies with supervisors and escalate unresolved issues.
- Prepare verified monthly HR payroll inputs, including starters, leavers, approved salary changes, leave without pay and other authorized adjustments, and submit them to Finance by the deadline.
- Coordinate routine reconciliation of staff lists, contracts, attendance and payroll inputs with Finance while maintaining segregation of duties. The postholder does not approve or disburse payroll.
- Advise staff and supervisors on routine HR procedures, including leave, attendance, documentation and applicable employment processes; refer complex, sensitive or disputed matters to the HR Manager.
- Coordinate probation and performance-review documentation, follow up with supervisors and maintain the relevant trackers.
- Identify local training needs, coordinate approved learning activities and maintain staff training records.
- Support staff wellbeing, respectful workplace and engagement initiatives in coordination with the Provincial Manager and relevant teams.
- Support staff exits by coordinating clearance, handover and return of organizational property, and forwarding completed separation documents to the HR Manager.
- Apply safeguarding and PSEA requirements throughout recruitment and employment, including safer recruitment procedures and appropriate handling of concerns.
- Promptly report safeguarding concerns, suspected fraud, harassment, abuse, retaliation, conflicts of interest or serious misconduct through ASLO’s designated channels. Do not conduct unauthorized investigations.
- Protect personal and confidential information and share it only with authorized personnel on a need-to-know basis.
- Support internal and external audits, spot checks and donor due-diligence requests by providing authorized, complete and traceable HR records.
- Maintain accurate HR trackers and databases for Samangan and provide timely monthly, quarterly and ad hoc reports to the HR Manager.
- Coordinate with the Kabul HR team and provincial departments to resolve routine HR matters and ensure consistent implementation of organizational procedures.
- Undertake authorized field visits to project sites in Samangan when required to provide HR support and monitor compliance with approved procedures.
- Perform other reasonable duties assigned by the supervisor that are consistent with the purpose and level of the position.
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Safeguarding, Ethics, and Accountability
· Demonstrate the highest standards of integrity, neutrality, confidentiality, respect, and professional conduct.
· Comply with ASLO's Code of Conduct and policies on safeguarding, child protection, prevention of sexual exploitation and abuse (PSEA), prevention of sexual harassment, fraud, corruption, bribery, conflicts of interest, whistleblowing, data protection, and accountability to affected populations.
· Immediately disclose any actual, potential, or perceived conflict of interest and recuse from related decisions until formally cleared.
· Report suspected misconduct, misuse of resources, control weaknesses, or safeguarding concerns through approved and confidential reporting channels.
· Protect organizational, employee, beneficiary, vendor, and donor information and use it only for authorized purposes.
