The HRM Officer will support AID-COMILLA in maintaining an effective, transparent, accountable and professional human resource management system. The position will be responsible for recruitment and selection, staff records, contracts, attendance and leave management, performance management, staff welfare, capacity development, HR policy implementation and compliance with organizational policies and applicable labour laws of Bangladesh.
Key Responsibilities
A. Recruitment and Selection
- Prepare and update job descriptions in consultation with relevant departments.
- Develop vacancy announcements and coordinate recruitment processes.
- Receive, screen and shortlist applications against approved criteria.
- Arrange written tests, interviews and other selection processes.
- Maintain proper recruitment documentation and recruitment records.
- Ensure recruitment is based on merit, fairness, transparency and equal opportunity.
- Coordinate reference and background checks where applicable.
- Prepare appointment letters, employment contracts and joining documentation.
B. Staff Records and HR Administration
- Maintain updated and confidential personnel files for all employees.
- Maintain HR databases, staff lists and personnel information.
- Monitor staff contracts, probation periods, renewals and extensions.
- Maintain records of attendance, leave, transfer, promotion, resignation and separation.
- Issue HR-related letters and certificates as authorized.
- Ensure proper filing and safe custody of HR documents.
C. Attendance, Leave and Benefits
- Monitor staff attendance and leave records.
- Maintain monthly leave and attendance summaries.
- Coordinate staff benefits and entitlements in accordance with AID-COMILLA policies.
- Support administration of provident fund, gratuity, insurance and other applicable benefits.
- Coordinate with Finance regarding payroll-related HR information and changes.
D. Performance Management
- Support the implementation of staff performance appraisal systems.
- Coordinate annual and probationary performance evaluations.
- Maintain performance appraisal records.
- Support supervisors in developing staff performance improvement plans.
- Identify staff capacity-building needs based on performance assessments.
E. Staff Capacity Development
- Assess training and development needs in consultation with programme and departmental managers.
- Prepare annual HR/training plans.
- Coordinate staff orientation, induction and refresher training.
- Maintain training records and staff development databases.
- Promote continuous professional development and learning within the organization.
F. HR Policy and Compliance
- Support implementation and periodic review of AID-COMILLA's HR policies and procedures.
- Ensure HR practices comply with organizational policies and applicable laws and regulations of Bangladesh.
- Advise management and staff on HR rules, procedures, benefits and employment conditions.
- Promote fair, respectful and non-discriminatory workplace practices.
- Maintain confidentiality of sensitive personnel information.
G. Employee Relations and Staff Welfare
- Support positive employer–employee relationships.
- Address routine staff concerns and refer complex matters to senior management.
- Assist in resolving workplace grievances in accordance with organizational procedures.
- Promote staff welfare, motivation, teamwork and a healthy working environment.
- Support implementation of safeguarding, protection, prevention of sexual exploitation and abuse (PSEA), gender equality and workplace conduct requirements.
H. Separation and Exit Management
- Coordinate resignation, termination, retirement and other staff separation procedures.
- Conduct or coordinate exit interviews.
- Ensure clearance and handover procedures are properly completed.
- Coordinate final HR documentation and benefits with Finance and Administration.
- Maintain accurate separation records.
I. HR Reporting
- Prepare periodic HR reports for management.
- Provide staff strength, turnover, recruitment, training, leave and other HR statistics.
- Support project teams in preparing HR information required by donors and partners.
- Ensure HR documentation is available for audits, monitoring visits and organizational assessments.
Safeguarding and Code of Conduct
The HR Officer will contribute to maintaining a safe, inclusive and respectful workplace. The position will ensure that HR processes incorporate AID-COMILLA's safeguarding, child protection, PSEA, gender equality, anti-harassment, non-discrimination and code-of-conduct requirements.
The HR Officer must maintain strict confidentiality and demonstrate professional integrity when handling staff complaints, grievances and personnel information.
Key Performance Indicators (KPIs)
The performance of the HR Officer may be assessed against:
- Timely completion of recruitment processes.
- Accuracy and completeness of personnel files.
- Timely maintenance of attendance and leave records.
- Compliance with HR policies and procedures.
- Timely completion of staff contracts and renewals.
- Effective coordination of performance appraisal processes.
- Implementation of staff training and development activities.
- Timely submission of HR reports.
- Staff satisfaction and effective handling of HR-related concerns.
- Compliance with safeguarding, PSEA and workplace conduct requirements.
Working Relationships
Internal: Executive Director, senior management, programme/project managers, Finance, Administration, Monitoring and other departmental staff.
External: Government authorities, auditors, consultants, donors/partners and other relevant stakeholders as required.
General Responsibilities
The HR Officer will perform any other reasonable duties assigned by the Executive Director or designated supervisor that are consistent with the position and organizational objectives.
AID-COMILLA is committed to providing equal employment opportunities and maintaining a professional workplace based on merit, dignity, inclusion, accountability and respect.
