Administrative Assistant (HR)

CLASSIFIATION GRID: Grade 4

DEPARTMENT: Programme - Relief

POST HOLDER:

WORK BASE: Qatar Charity Bangladesh Office

WORK AREA: Cox’s Bazar & Teknaf, Bangladesh

Reporting To: Hierarchical: HR Officer – Country Office

Functional: Project Officer - Relief coordination (Anas Abulaban)

JOB SUMMARY: The Administrative assistant (HR)– Field Office is responsible for providing comprehensive HR and operational support in implementing all human resources functions within Qatar Charity field offices in Cox’s Bazar, as well as across all humanitarian projects in Bangladesh. This role covers recruitment, onboarding, attendance and leave management, personnel record maintenance, employee engagement initiatives, and ensuring compliance with organizational policies and local labor laws across field operations. The Administrative assistant (HR) also serves as a key point of contact for staff on HR-related matters, ensuring the timely and accurate execution of HR processes to support smooth and efficient operations across field offices and project locations.

GENERAL RESPONSIBILITIES:

Objective 1: Lead the field office end-to-end recruitment and processes efficiently, ensuring timely hiring of qualified candidates for field offices.

• Prepare and publish job advertisements on approved platforms and social media channels.

• Ensuring postings are accurate, aligned with organizational standards, and updated promptly.

• Collect, organize, and screen incoming applications based on predefined criteria.

• Maintain an updated applicant database for easy tracking and reporting.

• Schedule interviews and communicate details to candidates and interview panels.

• Prepare interview materials and ensure smooth logistics for virtual or in-person interviews.

• Upload documents on portal in a timely order to collect approvals on time.

• Update Qatar Chairty recruitment tracker on a regular basis for all recruitments.

Objective 2: Coordinate the staff induction process to ensure a structured, engaging, and compliant onboarding experience that enables new employees to integrate smoothly into Qatar Charity Bangladesh Office.

• Ensure all pre-employment checks and documentation are completed before onboarding.

• Ensure all induction materials (welcome pack, policy handbook, organizational chart) are updated and ready.

• Organize and facilitate orientation sessions covering organizational values, policies, and procedures.

• Coordinate presentations from key departments to introduce their roles and functions.

• Arrange necessary resources for induction (meeting rooms, IT setup, refreshments).

• Ensure new hires receive access to systems, email accounts, and ID cards promptly.

• Create a welcoming environment for new employees and address initial queries.

• Monitor new employees’ integration during the first month and escalate any concerns to HR Officer.

• Support in scheduling additional training or sessions if required.

Objective 3: Maintain accurate and timely attendance and leave records, ensuring compliance with organizational policies and providing reliable data to support workforce planning and payroll processing.

• Track daily staff attendance and promptly update records in the HR system.

• Process leaves applications and ensure approvals are documented accurately.

• Prepare and submit monthly attendance and leave reports by the 5th of each month.

• Provide accurate data for payroll processing and workforce planning.

• Ensure all attendance and leave practices comply with Qatar Charity policies and local labor laws.

• Respond to staff queries regarding attendance and leave policies.

• Assist in maintaining and troubleshooting SOLVAIT or attendance tracking systems.

• Suggest improvements for automation and accuracy in attendance and leave processes.

Objective 4: Assist the HR Officer in coordinating the annual performance evaluation and contract renewal process for staff by ensuring timely collection of appraisal data, accurate documentation, and compliance with organizational policies.

• Monitor staff contract end dates and proactively initiate the renewal process in coordination with the HR Officer.

• Collect and organize performance appraisal forms and supporting documents from all departments.

• Track submission deadlines and follow up with supervisors to ensure timely completion of evaluations.

• Prepare summaries and documentation for contract renewal decisions in compliance with HR policies.

• Maintain confidentiality of all appraisals and contract-related information throughout the process.

• Upload documents on portal in a timely order to collect approvals on time.

Objective 5: Ensure systematic and secure archiving of all HR records, including physical files and digital folders for personnel, recruitment, payroll, attendance, leave, and related documents, in compliance with organizational policies and data confidentiality standards.

• Maintain organized physical files for personnel, recruitment, payroll, attendance, and leave records in secure storage.

• Ensure proper digital archiving of all HR documents in designated folders and HRIS systems.

• Regularly update and audit archived files to ensure completeness and compliance with organizational policies.

• Implement naming conventions and indexing for easy retrieval of both physical and digital records.

• Safeguard confidential information by applying appropriate access controls and security measures.

• Support the HR Officer in preparing archived records for audits or internal reviews when required.

Objective 6: Prepare and manage all HR-related documents.

• Draft and issue HR documents such as offer letters, employment contracts, salary certificates, NOCs, experience letters, release letters, and contract amendments accurately and on time.

• Prepare official correspondence, memos, and HR-related documentation as required.

• Translate HR policies, procedures, and official memos into the required language while maintaining clarity and compliance.

Objective 7: To ensure employees adhere to ethical standards, organizational policies, and legal requirements while always maintaining integrity and professional conduct.

• The Employee undertakes to use the Association`s technological devices, software, and systems for professional purposes only.

• The employee hereby acknowledges that they have read, understood, and agreed to comply with all applicable organizational policies and guidelines, including but not limited to the Code of Conduct, PSEA Policy, Safeguarding Policy, Conflict of Interest Policy, Fraud Prevention Policy and the Non-compliance may result in disciplinary action.

• The staff obliges to immediately report any violations of the associations policies or Bangladesh Law that was discovered during their work including illegal activities, or breech of work ethics.

• The employee is prohibited from engaging in any behaviour that continues harassment or discrimination against any of their colleagues. Partners, stakeholders, etc.

• Staff must agree that giving or receiving any gift, money, or benefit that is illegal or dishonest—directly or indirectly—is not allowed

• The Employee undertakes that, throughout their employment with Qatar Charity, they shall not engage in any form of bribery or corruption, whether directly or indirectly, and shall comply with all applicable anti-corruption laws of the country and organizational policies.

Objective 8: Ensure the implementation of Qatar Charity’s safeguarding standards, including PSEA and GBV prevention, across all project activities to maintain a safe and accountable environment.

• Implement and monitor safeguarding measures, ensuring compliance with Qatar Charity’s PSEA and GBV policies throughout the project lifecycle.

• Abide by QC’s Child Protection and Safeguarding related policies to keep children and young people safe and to respond to concerns about a child`s safety or wellbeing.

• Establish and maintain confidential, accessible reporting channels for safeguarding concerns and ensure timely response and escalation.

• Collaborate with HR and relevant departments to integrate safeguarding into field activities.

• Ensure risk assessments include safeguarding considerations and mitigation strategies for all project activities.