Executive Associate – HR & Governance

Aahung; Karachi Division; Hybrid; PKR 900.000 - 1.300.000; Vollzeit

Zusammenfassung

Aahung is seeking an Executive Associate to support HR policy implementation, governance operations and management tasks. The role will coordinate recruitment, onboarding, records, and staff engagement while serving as a primary contact for board liaison and governance processes.

The position requires strong organizational skills, fluency in English, and experience in HR administration within a nonprofit or multi-stakeholder setting. The role is full-time and hybrid, based in Karachi.

Qualifikationen

• Bachelor’s degree in business, HR, public administration or social sciences preferred.
• Minimum 3 years in HR administration, executive support, or board secretarial work.
• Exposure to recruitment cycles, onboarding, records management and governance processes.

Aufgaben

• Recruitment, onboarding, leave, attendance and staff engagement records.
• Board liaison: scheduling, papers, minutes, follow-ups and regulatory filings.
• Prepare for Board and committee meetings; circulate papers and minutes.
• Maintain confidential personnel files and HR systems; payroll coordination with Finance.
• Plan staff engagement activities and coordinate training logistics.
• Support management on governance matters, policy reviews and correspondence.

Kenntnisse

HR administration

Governance support

Recruitment & onboarding

Board liaison

Staff engagement

Ausbildung

Bachelor’s degree in business/HR

Tools

MS Office

Google Workspace

Jobbeschreibung

Terms of Reference – Executive Associate

I. Position Information

• Position title: Executive Associate - HR & Governance
• Organisation: Aahung
• Reports to: Executive Director
• Works closely with: Organisational Management Team; Board Chair; Board HR Subcommittee
• Location: Karachi, Sindh, Pakistan - hybrid
• Engagement: Full-time
• Contract: 12 months

II. Purpose of the Position

The Executive Associate keeps Aahung’s HR policies running in practice, keeps its governance machinery in order, and supports the management team on high-priority work. The role has three strands:

• HR implementation – making sure policies on recruitment, onboarding, leave, attendance and staff engagement are applied consistently, on time and with proper records.
• Governance and Board liaison – serving as the Board’s day-to-day point of contact: scheduling, papers, minutes, follow-ups, records and regulatory filings.
• Management support – helping the management team prepare for the Board, high-level forums and other important governance and administrative matters.

This is a full-time role that must be responsive and efficient. HR policy-setting and safeguarding remain with the Executive Director; payroll and the financial side of HR remain with Finance.

III. Key Responsibilities – HR Implementation

1. Recruitment and Hiring

• Draft and post job advertisements from approved ToRs; manage applications and maintain a candidate tracker.
• Shortlist against agreed criteria, schedule interviews and tests, and coordinate interview panels.
• Run reference and document checks; prepare offer letters and contracts for Executive Director approval.
• Keep a complete recruitment file for every hire, including panel scores and approvals.

2. Onboarding and Exits

• Prepare and run the onboarding checklist: contract, ID and documents, IT access, policy acknowledgements, induction schedule and introductions.
• Ensure every new joiner signs the code of conduct, safeguarding and confidentiality policies before starting work.
• Track probation periods and remind supervisors of review dates.
• Manage exit formalities: resignation acknowledgement, handover, asset return, access removal and exit interview.

3. Policy Adherence – Leave, Attendance and Forms

• Maintain leave and attendance records; verify leave requests against entitlement and approval rules.
• Ensure HR forms (leave, travel, overtime, expense, appraisal) are complete, approved and filed.
• Flag non-compliance or recurring issues to the Executive Director, with a short monthly HR summary.
• Share relevant leave and attendance data with Finance for payroll by the agreed monthly cut-off.

4. Personnel Records and HR Systems

• Maintain up-to-date, confidential personnel files (physical and digital).
• Keep the staff directory, organogram and contract-expiry tracker current.
• Coordinate the annual appraisal cycle: circulate forms, track completion, compile results.

5. Staff Engagement and Team Building

• Plan and coordinate team-building activities, staff meetings, retreats and recognition events within approved budgets.
• Circulate internal HR announcements and policy updates clearly and on time.
• Act as a first point of contact for routine staff HR queries, escalating sensitive matters to the Executive Director.

6. Capacity Development and Training

• Track completion of required professional development (PD) hours for all staff, and remind staff and line managers of outstanding hours.
• Ensure training needs identified in appraisals are fulfilled, coordinating with line managers where required to agree suitable training and timing.
• Manage registrations for trainings, courses and workshops, including approvals and fee processing with Finance.
• Coordinate training logistics: scheduling, travel, accommodation, venues and materials.
• Maintain training records and report progress against appraisal-identified needs to the Executive Director.

IV. Key Responsibilities – Governance and Board Liaison

1. Board and Committee Meetings

• Maintain the annual Board and committee calendar; schedule meetings and confirm quorum.
• Draft agendas with the Board Chair and Executive Director; collect and circulate Board papers at least [7] working days before each meeting.
• Prepare Board presentations and briefing packs from management inputs.
• Attend meetings, take accurate minutes and circulate drafts within [5] working days.

2. Follow-up and Action Tracking

• Maintain a Board action and decision log; send reminders to owners and report status at each meeting.
• Track and circulate written resolutions; collect signatures and approvals (including Treasurer sign-offs where required).
• Send timely reminders for meetings, deadlines, declarations and renewals.

3. Governance Records

• Maintain the governance archive: constitutive documents, signed minutes, resolutions, Board member records, conflict-of-interest declarations and policies.
• Keep a register of Board members’ terms, appointments and retirements.
• Ensure documents are version-controlled, securely stored and retrievable on request.

4. Registration and Regulatory Compliance

• Support the Finance Lead, who holds the organisation’s regulatory role, in governance registration and renewal work (e.g. SECP, provincial charity commissions, tax‑exemption status, NOCs).
• Maintain a compliance calendar of statutory filings and renewal dates; prepare and track submissions.
• Liaise with regulators, legal advisers and auditors on documentation requests.

V. Key Responsibilities – Support to the Management Team

• Work with the management team to prepare for Board and committee meetings: compiling inputs, drafting papers and briefing notes, and checking accuracy and consistency.
• Prepare presentations, speaking notes and briefing packs for senior management at high-level national and international forums, donor meetings and external events.
• Coordinate logistics, documentation and follow-up for these engagements.
• Support management on other important governance and administrative matters as assigned, including policy reviews, institutional documents and correspondence.
• Track management-level decisions and deadlines and send timely reminders.

VI. Competencies

Critical

• Organisation – manages multiple calendars, deadlines and files without reminders; nothing falls through the cracks.
• Written communication – produces clear, concise minutes, letters, notices and presentations in English and Urdu with minimal editing.
• Verbal communication – speaks clearly and confidently with staff, Board members, candidates and regulators.
• Responsiveness – replies promptly, closes loops and flags problems early.

Important

• Discretion and confidentiality with personnel and Board matters.
• Sound judgement on when to act independently and when to elevate.
• Strong command of MS Office / Google Workspace, especially PowerPoint/Slides, Excel/Sheets and shared drives.
• Comfort working with HR or document-management software.
• Professional, approachable manner; commitment to the organisation’s mission and values.

VII. Qualifications and Experience

Education

• Bachelor’s degree in business administration, HR, public administration or social sciences; Master’s preferred.

Experience

• Minimum 3 years in HR administration, executive support or company/board secretarial work; non-profit experience preferred.

Desirable

• Exposure to recruitment cycles, Board minute-taking, and SECP or charity-commission registration processes.

Language Requirements

• Excellent written and spoken English and Urdu.

Other

• Reliable internet for remote days.