Human Resource Functions, Responsibilities & Policy Procedures

1.      Introduction

The HR department of XYZ Company may look after the HR related activities of XYZ Company as per the approved policies and procedures by inducting quality manpower through organized induction system strictly based on merit and manage the welfare of the employees by compatible salary, compensation, benefits and professional growth by continuous training and development and ensures that the Regional/Base offices remain operationally functional by carrying out efficient, smooth and continuous administration and quality procurement.

2.      Function

AM/Officer  HR assist Regional Manager in carryout all HR & Admin activities in the Region strictly as per the approved policies and procedures and keep XYZ Company HR Head of Department at HO XYZ Company updated about all HR functions taking place in the region.

3.      Key Responsibilities

3.1       HR POLICIES, PROCEDURE MANUAL

·         Ensure implementation of all HR Policies approved by the MD AWT in the region. Report any violation of these to RM and XYZ Company HR HOD immediately.

·         Read, understand and interpret documents such as policies, procedures and HR manual and ensure its updating from time to time as and when amended.

·         Provide advice, assistance, and follow-up on HR policies, procedures, and documentation to Regional Manager in carrying out HR practices in the region.

·         Interprets and provides guidance and instructions to seniors/subordinates/peers with information about existing and current HR rules, policies and processes, job duties, workflows, 1.5 HR scheme of delegation, salaries, opportunities for promotion and employee benefits and compensations.

·         Provide individual counseling to the employee regarding all aspects of benefits and ensure appropriate documentation is completed. This includes initial benefit setup, the commencement of pension, leaves of absence, retirement benefits and insurance claims (life and health).

3.2       SELECTION & INDUCTION

·         Prepare documents of the freshly interviewed/selected Officers/Staff for the recruitment/induction and send them to HO XYZ Company for further processing.

·         Carry out interviews of the candidates along with operations the staff of the region.

·         Ensure verification of the credentials of the new hiring as per the policy from Police and NADRA, guarantees, etc.

·         Ensure that all employees are recruited, in accordance with the HR Policies & Procedures.

·         Daily maintenance/monitor the CVs record/data, following up as per the requirement of the task.

3.3       TRAINING

·         Develop professional HR substantive expertise through continuous learning activities such as attending academic courses, seminars, workshops, reading professional research journals or conducting research to support HR development.

·         Prepare training plans to train the newly hired security employees of the region in coordination with RM and Training Officer/Operations Staff, supervise training and report any shortfall to RM and HR HOD.

·         Schedule the training and weapon firing of already hired security employees in coordination with RM and Training Officer/Operations Staff. Send post training report to HO XYZ Company HR Department on a monthly basis.

·         Carryout completion of the security clearance of employees and ensures that employees are medically fit and suitably trained before employment as per the instructions from the HO and as per the policy/procedure.

3.4       DOCUMENT MAINTENANCE

·         Keep data confidential and non-accessible to unauthorized individuals.

·         Maintain updated original files of all employees that include updated employment contract, copies of new CNIC, verification of Police and Guarantees, copies of Discharge books, Educational certificates, Experience letters, Employee nomination and bio data form etc.

·         Keep the copy of the documents of all at the base offices for the checking by any intelligence/security agencies for their security checks. 

·         Maintain shadow files of all Officer/Staff on XYZ Company grading as per the approved organogram and report any change in the employee’s data to HO XYZ Company on a required basis.

·         Handle HR correspondence and mail keeping as per the filing system.

·         Collect and submit the Employee card to HO XYZ Company HR Department from the employees on their discharge /termination/contract end/release/retirement/resignation.

3.5       DATA MAINTENANCE

·         Keep the  data updated on the ERP Modules and also in MS EXCEL and update the data at HO XYZ Company HR Department.

·         Keep the XYZ Company employees data updated on the Data Base/HRIS and also in MS EXCEL and update the data at HO XYZ Company HR Department.

·         Maintaining/management of updated leave record of all employees as per their authorization and updating HO XYZ Company HR Department on a monthly basis.

3.6       SALARY GENERATION

·         Update employees profile on the ERP Modules.

·         Vet and sign the salaries generated by operation branch in hard form and send it to the RO Finance dept for the final vetting and disbursement of salaries to RO Operation dept.

·         Prepare salaries of RO Officers/Staff as per the authorized salary/rank structure, allowances and benefits on MS EXCEL. Send it to XYZ Company HR Department after getting it vetted from RO Finance department for approval by the CEO.

3.7       PROMOTION BOARD

·         Prepare documents for holding promotion boards of all employees as per the selection criterion and vacancies available and send the promotion board proceedings after a recommendation from RM and other board members for approval from CEO through HR HOD.

3.8       DISCHARGE/TERMINATION/RETIREMENT/RESIGNATION

·         Prepare/process documents for the discharged/terminated/retired/resigned employees on the instructions from RM.

·         Prepare minute sheets of those Officers/Staff who submits resignation or RM suggesting termination of their service contract, for approval from CEO through XYZ Company HR Department.

3.9       LEGAL PROCEEDING

·         Represent on behalf of XYZ Company in all litigations in Civil/labor Courts.

·         Inform XYZ Company HR Department in case of any litigation.

·         Keep the XYZ Company HR Department updated on the outcome of all court hearings/decisions.

3.10     Employee Old-age Benefit Scheme

·         Liaise with various departments for their HR requirements and concerns like EOBI department.

·         Ensure that all employees are registered with the EOBI and the contributions from the employees are submitted to these departments.

·         Also ensure that the EOBI cards are prepared in respect of each employee and updated regularly.

·         Keep a complete and detailed record of EOBI of all employees of the region.

3.11     PERFORMANCE APPRAISAL

·         Ensure that the welfare of staff is maintained at a high level and an appraisal performance is reviewed annually to improve the employee performance and motivation.

·         Assist RM, Managers, Supervisors, and staff with understanding and using them Performance Evaluation System.

·         Advice Regional Manager about carrying out performance appraisal of all employees on annual basis each year and send all completed performance appraisals to HO XYZ Company HR department for endorsement of remarks by XYZ Company HR HOD and CEO for further processing as per the current policies and procedures.

·         Responsible for informing Regional Manager about carrying out Performance Appraisal of all employees due for confirmation/contract extension well before the completion of confirmation period/contract ending date and sending it to HO XYZ Company HR Dept for further processing.

3.12     INSURANCE

·         Must keep the updated copy of all insurance policy documents, finalized with the insurance company for information, provided by HO HR Department.

·         Group Life Insurance for employees

·         Maintain data of all employees on MS Excel as per the requirements of insurance company.

·         Keep HO XYZ Company HR Department updated on the strength increase/decrease on a monthly basis accurately by sending an addition/deletion report via email. Must send the stamped the hard copy of monthly addition/deletion of employees.

·         Maintain all the monthly states that should be on the same format as defined by HO HR Department. (Tallied and cross-checked with payroll)

·         Complete necessary documentation of death/disability cases as per the requirement of insurance company and timely send it to HO HR department for processing with the insurance company.

Ø  Group Life Insurance for Officers & Staff

·         Send occurrence reports of all death/disability cases immediately to HO HR Department.

·         Complete necessary documentation of death/disability cases as per the requirement of insurance company and timely send it to HO HR department for processing with the insurance company.

Ø  Health Insurance for Officers & Staff

·         Send the Declaration Form as per the format of all the new civilian inductees on XYZ Company grading having a salary of supposing PKR.10,000/- and above, as per the existing policies and procedures.

·         Intimate release of officer and staff to XYZ Company HO HR Department.

·         Collect and submit the health insurance card to the HO XYZ Company HR Department from the entitled employees on their discharge / termination / contract end / release / retirement / resignation.

·         Complete documentation along with the concerned company’s claim form and send them to HO XYZ Company HR Department for payment of health insurance claim.

3.13     ORIENTATION

·         Prepare schedule and conduct orientation of the newly hired XYZ Company employees as per the orientation plan.

3.14     DISCIPLINE

·         Monitor and advice RM on disciplinary matters in accordance with established policies and procedures.

·         Maintain the discipline of all staff of the region/base and report any shortcomings in this regards. Take measures to ensure the cohesiveness of the entire team. Submit charge sheets of the affected personnel.

·         Take legal action in case of any disciplinary matter of serious nature in the region after getting prior approval from the competent authority and subsequently informing HO XYZ Company HR Department.

3.15     REPORTS AND RETURNS

·         Prepare routine reports, minute sheets, office orders, and other HR related documents, warnings/explanations/notices on instructions from RM.

·         Prepare HR Reports and Returns timely and send it to the HO XYZ Company HR Department as and when required.

·         Prepare Monthly Management Reports (MMR) and send it to the HO XYZ Company HR Department on monthly basis.

·         Carry out employees’ monthly turnover analysis and submit it to RM and XYZ Company HR Department.

3.16     ADMINISTRATION

·         Carry out all administrative tasks assigned by the Regional Manager.

·         Liaison with various government and other departments for the smooth functioning of the organization on a required basis.

·         Provision/Detailing of mechanical transport for transportation & maintenance of logistic record.

·         Carry out procurement of stores especially of standard arms, ammunition, security equipment, uniform, and its accessories, communication system, vehicles and any other stores etc required for Regional Office and for the Guarding Personnel of the entire region as per the XYZ Company Procurement Policy.

·         Issue new uniforms to personnel of the region/base once required and maintain Receipt/Issue records of uniforms, weapons, stores, etc.

·         Carry out arrangements for transportation of dead bodies of SS staff/funeral, or handing over to NOK.

3.17     WORKING CONTACTS

Ø  INTERNAL

·         RO Finance Department

·         RO MIS Department

·         RO Operations Department

·         RO Marketing & Recovery

Ø  EXTERNAL

·         All Regional Offices

Ø  OTHERS

·         All governmental/civil offices in the public and private sector for the execution of the task assigned by RM.