The HR Officer will work closely with the Operations/HR team and is responsible for supporting the day-to-day implementation of human resources functions, including recruitment and selection, contract management, onboarding, personnel file management, timesheets, leave tracking, payroll inputs, staff orientation, performance management, employee relations, staff exit processes and HR reporting.
Under the direct supervision of AFV Operations Coordinator the position holder will serve as a key contact point for staff on HR-related matters and will help ensure that HR records, systems and processes are accurate, confidential, compliant and up to date, and will be responsible for, but not limited to, the following key duties and responsibilities:
Key Duties and Responsibilities
Recruitment and Selection:
- Prepare recruitment request forms, vacancy announcements, job advertisements and recruitment timelines in coordination with relevant departments.
- Support the full recruitment process, including receiving applications, preparing longlists and shortlists based on approved criteria, arranging written tests and interviews, and supporting recruitment panels.
- Ensure that recruitment processes are fair, transparent, competitive, well-documented and in line with AFV recruitment procedures.
- Coordinate interview schedules, communicate with candidates and ensure timely follow-up during the recruitment process.
- Prepare interview reports, recruitment summaries and selection documents for review and approval.
- Conduct reference checks, employment verification and document verification for selected candidates before final appointment.
- Maintain complete recruitment files for each position,
- Support recruitment activities in field/provincial offices when required
Contract Management and Staff Documentation:
- Prepare employment contracts, extensions, amendments, offer letters and appointment letters.
- Ensure all contracts are properly signed, filed, renewed or closed on time.
- Track contract expiry dates and inform supervisors/management in advance.
- Maintain complete and updated personnel files for all staff.
- Ensure HR records and staff personal information are kept confidential.
Onboarding and Staff Orientation
- Coordinate onboarding of newly hired staff with relevant departments.
- Prepare and follow up on staff orientation checklists.
- Facilitate staff introductions and coordinate workspace, email, ID card and required equipment.
- Brief new staff on AFV HR policies, Code of Conduct, safeguarding, child protection, PSEA, anti-fraud, leave and timesheet procedures.
- Support orientation of existing staff on new or updated policies
Attendance, Leave and Timesheet Management
- Maintain attendance, timesheet and leave records for Kabul and field offices.
- Review monthly timesheets and leave forms before payroll processing.
- Update leave trackers and prepare monthly leave balance reports.
- Follow up on missing or incomplete attendance, timesheet and leave documents.
- Ensure all types of leave are recorded in line with AFV HR policy and applicable law.
- Track staff movement and field travel records when required
Payroll Support and Benefits Administration
- Prepare monthly HR inputs for payroll, including attendance, leave without pay, new joiners, separations, contract changes and approved salary adjustments.
- Coordinate with Finance to support timely and accurate payroll processing.
- Ensure payroll inputs are supported by proper documents and approvals.
- Maintain records of staff allowances, benefits, advances and deductions where applicable
Performance Management and Staff Development
- Support probation reviews, goal setting, annual appraisals and performance improvement processes.
- Follow up with supervisors and staff for timely completion of performance evaluation forms.
- Maintain performance records in personnel files and HR databases.
- Guide staff and supervisors on performance management forms and procedures.
- Maintain records of staff training and capacity-building activities.
Employee Relations, Discipline and Grievance Handling
- Serve as a contact point for staff on HR-related questions and concerns.
- Support management in handling employee relations, disciplinary and grievance cases.
- Ensure disciplinary and grievance processes are documented and handled confidentially.
- Promote a respectful, safe and professional working environment.
- Escalate sensitive or high-risk HR matters to the supervisor or senior management
Exit process and Final clearance
- Coordinate staff exit procedures, including resignation, end of contract, termination and clearance.
- Prepare exit checklists, clearance forms, handover forms and exit interview documents.
- Ensure departing staff return AFV property, documents, equipment and ID cards.
- Coordinate Finance on final payments, advances, deductions and other separation matters.
- Maintain proper separation records and archive personnel files
HR Database, Reporting and Compliance
- Maintain and regularly update the HR database for Kabul and field offices.
- Prepare monthly, quarterly and ad hoc HR reports as required.
- Ensure HR records are accurate, complete, confidential and accessible only to authorized person.
- Support improvement of HR systems, forms, templates, trackers and filing structures.
- Ensure HR practices are aligned with AFV policies, Afghanistan Labour Law, donor requirements and common INGO practices.
- Support audits, reviews and compliance checks by providing accurate HR documents.
- Perform any other HR-related duties assigned by the supervisor or senior management.
Safeguarding, Chil Protection and PSEA Responsibilities
- Comply with and promote AFV’s Code of Conduct, safeguarding, child protection and PSEA policies.
- Ensure recruitment, onboarding and staff orientation include safeguarding and PSEA requirements.
- Report any safeguarding, child protection, PSEA, fraud, corruption, harassment or misconduct concerns through AFV’s reporting channels
