Specialist, HR Operations

Specialist, HR Operations

Entity: Aga Khan University

Location\: Karachi, Pakistan.

Introduction to the Aga Khan University:

Chartered in 1983, it is a private, autonomous and self-governing international university with 13 teaching sites in 6 countries distributed across three continents. As an integral part of the Aga Khan Development Network, Aga Khan University (AKU) provides higher education in several disciplines, carries out research pertinent to the countries in which it exists and has campuses, programmes and/or teaching hospitals in Afghanistan, Kenya, Pakistan, Tanzania, Uganda and the UK. As an international institution, AKU operates on the core principles of quality, relevance, impact, and access; and AKU is a model of academic excellence and an agent of social change.

As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.

Job Roles / Responsibilities:

The Specialist will play an integral role coordinating HR Operational employee life cycle activities from payroll activities and employee contract to separation.HR Ops Specialist will work closely with HRBP and COEs as a reference point for all administrative activities pertaining to Operational HR activities.

• Ensure smooth transition of all offboarding activities
• Ensure HRMS is updated timely with complete and accurate information along with the correct last working date
• Highlight and report unusual findings from exit details within two days of resignation to HRBP for further action and reporting
• Complete all associated checklists
• Share the exit checklist at least two weeks prior to exit date
• Coordination of follow up with all stakeholder departments to ensure timely clearance for employees
• Coordinate with the relevant departments to ensure timely handover of assets and equipment before exit of the candidate
• Share Final Settlement Cases of separated employees with Finance on a timely basis for disbursements of funds prepare quarterly exit review report, detailing summary of reasons
• Ensure timely emails to the relevant department for contracts extension and conclusion cases, change in job status (CJS), PRCs
• Utilize library of employment contracts and ensure availability of updated formats (in case of any change) by maintaining version control
• Responding to queries of staff and Finance with reference to operational matters.
• Preparation and processing of consultancy payments for faculty/staff.
• Monitoring employee confirmation process in coordination with business.
• Responsible for reviewing Terminal Benefit Form and Resignation Acceptance Letter of outgoing employees.
• Responsible for reviewing Contract Extension Letters and the conclusion of contractual employees.
• Validate variable incentives (One time earning) and upload process on PSHRMS
• Processing of buy-back of the company-maintained car including car allowance initialization and letter issuance (where applicable)
• Responsible for Issuing retirement notices to the staff
• Support in Annual Performance Appraisal activities
• Provide support in any other tasks assigned by the senior management

Requirements:

You should have/be:

• Master's degree in business administration or finance or equivalent.
• At least 3 to 5 years of proven track record of providing People/HR administrative support to a large, multi-site, multi-disciplined business
• Experience of running HR Processes
• Experience of working within a HR/confidential environment.
• Proficient in the use of People soft, good working knowledge of Microsoft Applications such as Word, Excel & Outlook
• Problem solving and managing tight deadlines
• Prioritization of own workload in a busy office environment
• Knowledge of the wider organization and how it functions within the external environment
• Able to communicate effectively with people at all levels
• Cascade information appropriately; delivering the right message at the right time in the right manner
• Able to translate complex processes in an engaging, clear, and understandable method
• Able to engage and influence peers and senior stakeholders across the organization
• Provide management information when requested
• Focuses on priorities and deliverables and follows up to ensure goals are achieved
• Able to manage multiple tasks effectively and focus on priorities and deliverable
• Identifies and plans the resources needed to ensure all deliverables are met
• Able to always consider the impact on the customer
• Chief Resident Allowance processing
• Be the Subject Matter Expert for specific processes and be the escalation point for Associates for complex issues.

Comprehensive employment reference checks will be conducted.