3.1 human resource management.pdf

HR, Admin & Coordination Department Rev. 0 Dated: 18-12-2012

Job Descriptions Manual Doc. # HRA/JDM/04 HR Management Division Chapter: 3

Page: 7

___________________________________________________________________________________________________________________________ Controlled Document – Do not copy or reproduce without prior permission

TABLE OF CONTENTS

General Manager HR Management ......................................................................................................... 8

Dy. General Manager HR Services .................................................................................................... 10Manager HR Services .................................................................................................................... 12Assistant Manager HR Services ..................................................................................................... 14Assistant Manager HR ................................................................................................................... 16Senior HR Officer / HR Officer ..................................................................................................... 18Staff Officer ................................................................................................................................... 21Admin Supervisor .......................................................................................................................... 23Admin Supervisor .......................................................................................................................... 25Stenographer .................................................................................................................................. 27Admin Assistant ............................................................................................................................. 29Assistant / Typist ............................................................................................................................ 30Machine Operator .......................................................................................................................... 31Office Attendant ............................................................................................................................. 32OIC – Sr. H. R. Officer .................................................................................................................. 33HR Officer (Instructor) .................................................................................................................. 34HR Officer (Instructor) .................................................................................................................. 35Admin Supervisor - 2 ..................................................................................................................... 36Admin Supervisor - 1 ..................................................................................................................... 37Office Attendant ............................................................................................................................. 38

Deputy General Manager HR Records .............................................................................................. 39Manager HR Records ..................................................................................................................... 41Assistant Manager HR Records (Automation) .............................................................................. 43Assistant Manager Statistics .......................................................................................................... 45Personnel Officer (Microfilming) .................................................................................................. 47Personnel Officer (Automation) .................................................................................................... 48Statistical Officer ........................................................................................................................... 49Statistical Assistant / Supervisor .................................................................................................... 51

Dy. General Manager HR .................................................................................................................. 53Manager HR ................................................................................................................................... 55



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ob Title Pay Group Reports to

General Manager HR Management X Director Human Resources Administration & Coordination

Section Location Job Reference No.

KHI 3.1

A. Job Specifications

:

2

Educational Qualifications:

nd

Class / “B” Grade MBA / Master’s degree in any Management discipline from a recognized institution / university.

Work Experience

10-15 years of hands-on experience in HR Management in Multi-National / Public Sector.

:

Skills / Special Requirements

Lead and manage Human Resources Services and play a key role in facilitating change management.

:

Align and HR strategies to achieve business vision and goals.

Be a crystal for cultivating and maintaining a culture that is well regarded and respected.

Ensure uniform and effective implementation of personnel policies in a fair, economical and efficient manner.

Should possess varied experience in grievance handling, reviewing and development of personnel policies & procedures.

Achieving object of change management. To provide a front line advice and

tackling of personnel issues with focus on the provision of commercial implement able solutions.

Must possess good communication / negotiation skills.

Professional Training / Courses

:

B.

Job Description & Responsibilities:

To ensure that departmental/divisional risk management process is proactive and concurrent and that all safety concerns/issues are dealt with on priority basis.



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To be aware of all safety and service quality requirement and to be to be responsible for the outcomes

and findings of all internal & external safety/quality audits. To ensure that corrective and preventive actions are taken at the root-cause levels on all audit non-

conformities and audit findings in an acceptable manner and within reasonable time frame. To ensure strict compliance (by own self and by the subordinate staff) with all QHSE standards and

other legal or regulatory requirements; applicable to operational areas under their jurisdiction at all time during the conduct of normal operations.

To ensure effective functioning of QHSE Steering and Working Committees. Assume responsibility as per the Management approved system procedures.

To ensure strict compliance to their department/division operational safety and security functions and also ensuring operation are provided with necessary resources

Ensure effective, efficient and smooth functioning of Human Resources Management Division. Give direction / guidance and supervise all Human Resources Units in all Departments in matters of

personnel administration i.e. promotions, postings, dismissal, terminations, retirements, deferment of conformations etc.

Advise arrangement on organizational and management problems related to HR systems, suggest their solutions and make plans and strategies best calculated to maximize human resources

Ensure swift formulation of policies and procedures through Policies & Procedures Section by coordination with all the relevant quarters of the organization and in consultation with HR Services, HR Records and all the departmental HR Units.

Work closely with all levels of Management to ensure development of effective Personnel / administrative policies and strategies. To ensure that corrective and preventive actions are taken at the root-cause levels in implementing the corporate HR policies.

Advise on development of Career Planning of the employees. Develop appropriate management reports relating to the working of Departmental Human Resources

Units. Develop abilities and motivation of his / her staff in their role as the Corporation's personnel planning. Keep abreast of the latest techniques of Scientific Management and new developments in the sphere of

his / her activities. Ensure proper application of new techniques and procedures for improving the efficiency and productivity level of employees reporting to him / her.

Plan and propose budget for the operation of his / her Division and monitor expenditures under agreed heads.

Ensure proper implementation of Performance Management system in this Corporation. Develop and control HR Business support and succession planning. Deal effectively and efficiently with the Ministry of Defense queries. Perform any other function as assigned, from time to time, by Director Human Resources

Administration & Coordination. C. Job Objectives (if defined):

Job Title Job Reference No. General Manager HR Management 3.1



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Job Title Pay Group Reports to Dy. General Manager HR Services IX General Manager HRM

Section Location Job Reference No. HR Services KHI 3.1.1


:

2


nd

Class / “B” Grade MBA / Master’s degree in any Management discipline from a recognized institution / university

Work Experience

8 - 10 years experience in related field

:


Up to date knowledge of Industrial Laws, HR Techniques, Behavioral Relations and Management Science.

:


Should have attended basic and some advanced courses in Personnel Administration, Man-management or HR Planning.

:

B.

Assist General Manager HRM in implementation of corporate personnel policies. Coordinate the working of HR Managers in respect of implementation of personnel policies and instructions.


Examine / process the promotion/ foreign posting cases of officers for consideration in the

Promotion Board/ Foreign Posting Board. Process Review Board cases in respect of employees having put in 25 years or more service as

and when required as per Government instructions. Arrange interviews with Director Human Resources Administration & Coordination / Managing

Director of employees seeking interviews with them. Process cases of deputation / secondment of PIA employees to other Airlines/ Agencies / PIA

subsidiaries etc, and vice versa, and maintaining their case files.

Submit returns of disciplinary cases on over-all basis to PIA Board, Ministry to Defense / Prime Minister Secretariat and Government of Pakistan.



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Correspondence with Ministry of Defense and other Government agencies. Examine cases of special leave/ leave without pay referred to central personnel for submission to

higher Management for decision. Issue: - No Objection Certificates for visit to India. - Introductory letters to consulates/ embassies for grant of visas. Examine and process appeals/ representations of employees/ ex-employees seeking redress of

grievances for Management’s decision. Ensure effective implementation of the Corporation’s policies and procedures in regard to all

personnel administration matters. Coordinate with the Legal Services Section on all personnel matters having legal implications. Coordinate with various departments and obtain information required by the Management. Follow-up of the audit objection cases with the concerned HR Manager to resolve the

discrepancies. Keep abreast of the latest amendments in the law of land, modern techniques of Scientific

Management and new developments in the sphere of his activities. Ensure proper application of new techniques and procedures for improving the efficiency and productivity level of employees reporting to him.

Ensure effective, efficient and smooth functioning of his section. Ensure proper security of Office records/ documents and also the cleanliness of office premises. Perform any other function as assigned by General Manager (HRM)/ Director Human Resources

Administration & Coordination. C. Job Objectives (if defined):

Job Title Job Reference No. Dy. General Manager HR Services 3.1.1



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Job Title Pay Group Reports to Manager HR Services VIII Dy. General Manager HR Services

Section Location Job Reference No. HR Services KHI 3.1.1.1


:

2


nd

Class / “B” Grade MBA / Master’s degree in any Management discipline from a recognized institution / university

Work Experience

6 - 8 years experience in related field

:


Up to date knowledge of Industrial Laws, HR Techniques, Behavioral Relations and Management Science.

:


Should have attended basic and some advanced courses in Personnel Administration, Man-management or HR Planning.

:

B.

Assist Dy. General Manager HR Services in implementation of corporate personnel policies. Coordinate the working of HR Managers in respect of implementation of personnel policies and instructions.


Examine / process the promotion/ foreign posting cases of officers for consideration in the

Promotion Board/ Foreign Posting Board. Process Review Board cases in respect of employees having put in 25 years or more service as

and when required as per Government instructions. Arrange interviews with Director Human Resources Administration & Coordination /

Managing Director of employees seeking interviews with them. Process cases of deputation / secondment of PIA employees to other Airlines/ Agencies / PIA

subsidiaries etc, and vice versa, and maintaining their case files.



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Submit returns of disciplinary cases on over-all basis to PIA Board, Ministry to Defense /

Prime

Minister Secretariat and Government of Pakistan. Correspondence with Ministry of Defense and other Government agencies. Examine cases of special leave/ leave without pay referred to central personnel for submission

to higher Management for decision. Issue: - No Objection Certificates for visit to India. - Introductory letters to consulates/ embassies for grant of visas. Examine and process appeals/ representations of employees/ ex-employees seeking redress of

grievances for Management’s decision. Ensure effective implementation of the Corporation’s policies and procedures in regard to all

personnel administration matters. Coordinate with the Legal Services Section on all personnel matters having legal implications. Coordinate with various departments and obtain information required by the Management. Follow-up of the audit objection cases with the concerned HR Manager to resolve the

discrepancies. Keep abreast of the latest amendments in the law of land, modern techniques of Scientific

Management and new developments in the sphere of his activities. Ensure proper application of new techniques and procedures for improving the efficiency and productivity level of employees reporting to him.

Ensure effective, efficient and smooth functioning of his section. Ensure proper security of Office records/ documents and also the cleanliness of office

premises. Perform any other function as assigned by General Manager (HRM)/ Director Human

Resources Administration & Coordination. C. Job Objectives (if defined):

Job Title Job Reference No. Manager HR Services 3.1.1.1



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Job Title Pay Group Reports to Assistant Manager HR Services VII DGM/Manager HR Services

Section Location Job Reference No. HR Services Karachi 3.1.1.2


:

Masters preferably MBA/MPA or equivalent from a recognized university. Specialization in Human Resource Management will be an added qualification.


Work Experience

5 Years of Experience in Human Resource Management

:


Knowledge about HR Management

:

Well conversant with MS Office programs especially MS Office and MS Excel

Good skills in handling data with the help of MS Excel and/or MS Access

Good at handling people Maintaining office record


Trainings related to peoples management

:

Trainings in data management will be an added advantage.

B.


Assist in processing of Employees Grievances cases and fixation terms & conditions of PIA’s Secondees to other Airlines / Agencies and Deputationists in PIA.

To prepare brief for interviews of employees with Director Administration / Managing

Director. To deal with correspondence pertaining to cases of Deputationists, their fixation of salaries

allowances, terms and conditions and other allied subjects and also maintain their Personal and Leave & Passage Files. Liaison with PAF/CMA(O)/AGPRs/Ministry of Defence.

Process the cases of secondment of employees to other Airlines / Agencies and maintain co-

ordination and constant follow-up regarding recovery of contributions to be made by them and recall of such employees from the Airlines/Agencies on completion of the tenure.



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Job Title Job Reference No. Assistant Manager HR Services 3.1.1.2

Deal with correspondence received from Ministries and all Government Agencies and handle

resultant volume of case work. Collect information and Data Monthly / periodically from all Departments for transmission to

the Ministries concerned. Submit progress report of suspension cases – Quarterly Return to Ministry of Defence.

Submit Monthly Return regarding visit abroad of Deputationists officers posted in PIAC.

Scrutinize cases of NOC for visit to India / Bangladesh and obtain clearance from Ministry of

Interior and their transmission to Ministry of Foreign Affairs for visa purposes and also issue visa letters in respect of PIA employees and their families proceeding on leave abroad.

Co-ordinate with pension, Provident Fund, Internal Audit and Admin Managers regarding final

settlement of accounts of Ex-employees and to deal with representations / appeals received on the subject.

Make Misc. correspondence regarding dispensation / dismissal under MLR-52.

Assist in processing of career Management cases of employees at Head Office Level.

Scrutinize and process promotion and foreign posting cases received from various Departments

for Management’s Approval. Process appeals / representations received against Promotion / Supersession and Foreign

Posting of employees of various Departments. Co-ordinate on all Admin Matters within the Administration Departments.

Co-ordinate with Various Departments Regarding Departmental Training / Programme to

Admin Employees with PIA Training Centre and other Institutions. Process applications of employees for employment with outside Agencies / Organizations and

obtaining Management’s Approval thereof for forwarding it to concerned agencies. Prepare Briefs of all Admin cases received from Chairman-PIAC / Managing Director /

Director Administration / Manager Personnel Services. Examine and re-employment case of PIA employees beyond the age of superannuation.

Perform any other function as assigned by DGM/Manager HR Services.

C. Job Objectives (if defined):



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Job Title Pay Group Reports to Assistant Manager HR VII DGM/Manager HR


Respective HR Unit HR Unit 3.1.1.3


:



Work Experience

5 years experience in the field of administration / personnel management in a large industrial or commercial organization.

:


Knowledge of contemporary development in Personnel Administration, Human Resources Planning, Career Planning and Development, Employment and Staffing, Labor and Industrial Laws.

:

Good analytical skills and hands on experience at handling data in MS-Excel and/or MS-Access.


Should have attended basic and some advanced courses in Personnel Administration, Man-management or Human Resources Planning.

:

B.

Ensure maintenance and up-dating of personal record of all employees of the department i.e. salary, leave and passage allowances, educational qualification, addresses, age, dependency, police verification, marital status, domicile and other related matters.


Process and ensure implementation of following in accordance with the Corporation policies,

orders and instructions:-

- Cases related to appointments, re-designation / selection, re-employment, up-gradation / creations / re-appropriation of posts and change of designation.

- Promotion and demotion of employees.

- Foreign Posting / transfers and temporary duties.



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Job Title Job Reference No. Assistant Manager HR 3.1.1.3

- Fixation of salary / allowances, compensations, final settlement of accounts, liaison

with departmental Accounts Managers to ensure accurate and timely preparations of monthly payrolls and related functional matters.

- Terminations, dismissals, retirements and death cases. - Attendance, roistering, overtime, taxi charges, discipline, maintenance of handling of

disciplinary cases, awards / punishments.

- Departmental organizations, statistics of manpower, seniority list. - Training / Seminars and nominations of employees for the same. - Employee’s grievances / representations / appeals.

Ensure proper maintenance of leave & passage record of all employees in the respective department.

Keep abreast of the latest techniques of Scientific Management and new development in the

sphere of his / her activities. Ensure proper application of new techniques and procedure for improving the efficiency and productivity level of employees reporting to him.

Ensure proper security of office records / documents and also the cleanliness of office

premises.

Perform any other function as assigned, from time to time, by DGM/Manager HR. C. Job Objectives (if defined):



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Job Title Pay Group Reports to Senior HR Officer / HR Officer VI / V DGM/Manager HR Services

Section Location Job Reference No. HR Services Karachi 3.1.14


:



Work Experience

3 Years of Experience in Human Resources Management

:


Knowledge about HR Management

:

Well conversant with MS Office programs especially MS Office and MS Excel

Good skills in handling data with the help of MS Excel and/or MS Access

Good at handling people Maintaining office record


Trainings related to peoples management

:

Trainings in data management will be an added advantage.

B.

Scrutinize and process promotion and foreign posting cases received from various Departments for Management’s Approval.


Process appeals / representations received against Promotion / Supersession and Foreign

Posting of employees of various Departments. Co-ordinate on all Admin Matters within the Administration Departments.

Process applications of employees for employment with outside Agencies / Organizations and

obtaining Management’s Approval thereof for forwarding it to concerned agencies. Prepare Briefs of all Admin cases received from Chairman-PIAC / Managing Director /

Director Administration / Manager Personnel Services. Examine and re-employment case of PIA employees beyond the age of superannuation.



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Job Title Job Reference No. Senior HR Officer / HR Officer 3.1.1.4

Assist in processing of Employees Grievances cases and fixation terms & conditions of PIA’s

Seconded to other Airlines / Agencies and Deputationists in PIA. To deal with correspondence pertaining to cases of Deputationists, their fixation of salaries

allowances, terms and conditions and other allied subjects and also maintain their case files. Liaison with PAF/CMA(O)/AGPRs/Ministry of Defense.

Process the cases of secondment of employees to other Airlines / Agencies and maintain co-

ordination and constant follow-up regarding recovery of contributions to be made by them and recall of such employees from the Airlines/Agencies on completion of the tenure.

Deal with correspondence received from Ministries and all Government Agencies and handle

resultant volume of case work. Collect information and Data Monthly / periodically from all Departments for transmission to

the Ministries concerned. Submit progress report of suspension cases – Quarterly Return to Ministry of Defense.

Submit Monthly Return regarding visit abroad of Deputationists officers posted in PIAC.

Scrutinize cases of NOC for visit to India / Bangladesh and obtain clearance from Ministry of

Interior and their transmission to Ministry of Foreign Affairs for visa purposes and also issue visa letters in respect of PIA employees and their families proceeding on leave abroad.

Co-ordinate with pension, Provident Fund, Internal Audit and Admin Managers regarding final

settlement of accounts of Ex-employees and to deal with representations / appeals received on the subject.

Check the vacancy position, dossier / seniority and prepare proceedings of Foreign Posting

Cases for Foreign Posting Board. Intimate the concerned Departments decision of Foreign Posting and Promotion Board.

Maintain approved / existing strength of common category officers / staff Department-wise,

Section, Station, Category and Pay Group-wise. Deal with representation cases pertaining to fixation of salary, seniority, promotion, Foreign

Posting etc. Co-ordinate with Industrial Engineering and Statistical Cell for statements of approved /

existing strength of common category staff / officers.



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Job Title Job Reference No. Senior HR Officer / HR Officer 3.1.1.4

Perform any other function as assigned by DGM/Manager HR Services.




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Job Title Pay Group Reports to Staff Officer V DGM/Manager HR Services



:

Masters or equivalent from a recognized university. Specialization in Human Resource Management will be an added qualification.


Work Experience

Preferably working experience in an organization of repute.

:


Able to work on standard MS-Office programs like MS-Word, MS-Excel, MS-PowerPoint.

:

Able to manage data and record in a database such as MS-Access or MS-Excel.


Training in managing Secretariat affairs.

:

B.

Take dictation and transcribe it.


Copy type material of important, urgent and confidential nature assigned by the reporting

officer. Take minutes of meetings, as and when required and issue them to all concerned.

Attend Telephones.

Make travel arrangements such as bookings of passages, hotel reservations etc.

Maintain engagements diary, receive visitors, arrange interviews and appointments etc. and

inform the reporting officer.



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Job Title Job Reference No. Staff Officer 3.1.1.5

Open and maintain files and other official records and keep up to date list of such files. Sort out, scrutinize and arrange distribution of daily mail as and when required. Coordinate and check papers/files received from various sections/departments to ensure proper

flagging for quick reference etc. As as custodian of all secret and confidential matters.

Arrange re-imbursement of bills, allowances etc.

Acquaint him/her self with the latest organizational set-up and current rules and regulations of

the Corporation. Operate and manage data in Computer system and able to work on standard MS-Office

programs like MS-Word, MS-Excel, MS-PowerPoint so as to do the work efficiently and effectively.

Any other work assigned by the reporting officer.




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Job Title Pay Group Reports to Admin Supervisor IV Manager HR

Section Location Job Reference No. Relevant Office 3.1.1.6


:

Graduation or equivalent from a recognized university.


Work Experience

5 years of work experience in an organization of repute.

:



:




:

B.

Prepare minutes for transfer of employees and issues transfer order after getting approval of competent authority.


Prepare letters of termination, resignation, dismissal after obtaining approval of the competent

authority. Supervise functions of the section and maintain discipline in the absence of Personnel Officer

and above. Maintain up to date system-wise seniority list of Officers/Staff. Maintain up to date record of all newly created upgraded vacancies of the section/division To deal with the Outgoing Mail.



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Job Title Job Reference No. Admin Supervisor 3.1.1.6

Sort out the incoming mail received from various Departments and record it in the mail

receiving and dispatch system. Deliver all Outgoing Mail to respective areas and ensure that entry is done in the mail

receiving and dispatch system. Ensure that proper record of mail receiving and dispatch is maintained that can be used as

reference in the future. To ensure that all the Office Attendants are working properly and that mail handed over to

them is distributed to the Sections/Departments every day regularly. To look after the record of the section and keep safe custody of stationery items and

maintaining its records. Perform any other duty as assigned by Personnel Officer and Admin Manager.




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Job Title Pay Group Reports to Admin Supervisor IV DGM/Manager HR Services



:



Work Experience


:



:




:

B.

Maintain up to date system-wise seniority list of Officers/Staff.


Process cases of promotion of officer/staff.

Maintain up to date record of all newly created upgraded vacancies of the section/division

Prepare and send advices to Finance Manager /Payroll regarding change in salary and

allowances. Prepare minutes for transfer of employees and issues transfer order after getting approval of

competent authority. Prepare letters of punishment after obtaining approval of competent authority.

Process study leave cases and execution of necessary service-bonds, if applicable.



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Job Title Job Reference No. Admin Supervisor 3.1.1.7

Prepare letters of termination, resignation, dismissal after obtaining approval of the competent

authority. Process disciplinary cases.

Supervise functions of the section and maintain discipline in the absence of Personnel Officer

and above. Prepare various statements required by the Management and Government Agencies.

Perform any other duty as assigned by Personnel Officer and Admin Manager.




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Job Title Pay Group Reports to Stenographer IV DGM/Manager HR Services



:



Work Experience


:



:




:

B.

Take dictation and transcribe it.


Copy type material of important, urgent and confidential nature assigned by the reporting

officer. Take minutes of meetings, as and when required and issue them to all concerned. Attend Telephones. Open and maintain files and other official records and keep up to date list of such files. Sort out, scrutinize and arrange distribution of daily mail as and when required. Coordinate and check papers/files received from various sections/departments to ensure proper

flagging for quick reference etc.



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Job Title Job Reference No. Stenographer 3.1.1.8

As custodian of all secret and confidential matters. Acquaint him/her self with the latest organizational set-up and current rules and regulations of

the Corporation. Operate and manage data in Computer system and able to work on standard MS-Office

programs like MS-Word, MS-Excel, MS-PowerPoint so as to do the work efficiently and effectively.

Any other work assigned by the reporting officer.




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Job Title Pay Group Reports to Admin Assistant III Assistant Manager/Manager HR

Section Location Job Reference No. Respective Section 3.1.1.9


:



Work Experience

Minimum 02 Years Experience in relevant field.

:


Able to work on standard MS-Office programs like MS-Excel, MS-Word, etc.

:


:

B.

To deal with the Outgoing Mail.


Sort out the incoming mail received from various Departments and record it in the mail

receiving and dispatch system. Deliver all Outgoing Mail to respective areas and ensure that entry is done in the mail

receiving and dispatch system. Ensure that proper record of mail receiving and dispatch is maintained that can be used as

reference in the future. To ensure that all the Office Attendants are working properly and that mail handed over to

them is distributed to the Sections/Departments every day regularly. To look after the record of the section and keep safe custody of stationery items and

maintaining its records. Any other duties assigned by reporting officer from time to time.




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Job Title Pay Group Reports to

Assistant / Typist III DGM/Manager/Assistant Manager HR Services



:



Work Experience

Minimum 02 Years Experience in relevant field.

:


Able to work on Standard on standard MS-Office programs like Word, Excel, PowerPoint.

:


:

B.

Copy and type official letter, memos, minutes on computer etc.


Maintain files, office record etc.

To deal with the Receipt and disposal of Registered Mail. Receipt and disposal of Registered Mail from section and keep the proper record thereof. Any other duties, assigned by the reporting officer.




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Job Title Pay Group Reports to Machine Operator III DGM/Manager HR Services



:



Work Experience:


Able to read and write English

:


:

B.

Operate photocopy machine efficiently to cope with the pressure of work in the section and

ensure the maximum utility of the equipment.


Ensure safety of the machine and refill the ink as and when required.

Collect and distribute stationary items as and when required by the section/department.

Any other duties, assigned by the reporting officer.




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Office Attendant III DGM/Manager/Assistant Manager HR Services



:

Matriculate


Work Experience: Minimum 3 years of working experience in organization of repute


Able to read and write English

:


:

B.

Deliver/Dispatch mail to relevant sections and departments.


Ensure safety of old record.

Collect and distribute stationary items as an when required by the section/department.

Operate photocopy machine efficiently to cope with the pressure of work in the section and

ensure the maximum utility of the equipment.

Prepare and arrange tea for the concerned reporting officer and his/her visitors

Any other duties, assigned by the reporting officer.




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Job Title Pay Group Reports to OIC – Sr. H. R. Officer VI DGM / Manager HR Services

Section Location Job Reference No. Central Registry Karachi 3.1.1.13

A.

Job Specification:

MBA/MPA or equivalent from a recognized university. Specialization in Human Resource Management will be preferred

Education Qualification:

Minimum 8 Years Experience in H.R. Administration in an organization of repute.

Work Experience:

Computer literate

Skills /Special Requirements:

Initial Management Course

Professional Training/Courses

B.

To perform the functions as Incharge Central Registry.

Job Description & Responsibility:

To supervise the work of all personnel working in the Section and ensure that nothing is left

pending unnecessary by any staff. To ensure the monthly return from Couriers / EMS/ Post Office (ISP) etc. To ensure the correctness of the monthly bills as received from EMS/Post Office (ISP). To ensure the timely feeding of Franking Machines and submission of the monthly expenditures

report to Head Office payments Section. To coordinate with Management in connection with complain, expeditious delivery of Most

Urgent Mail / preparation of Cheques for Post Office etc.

Maintain imprest account expenses on account of postal charges against Comments Card. To perform any other duty assigned by the Management.



Page: 34


Job Title Pay Group Reports to HR Officer (Instructor) V HR Officer (Instructor)


A.

Job Specification:


Education Qualification :

8 years in different Sections of PIA.

Work Experience:

Must have fair knowledge about all Department / Division / Sections of PIA

Computer literate

Skills / Special Requirements:

Knowledge of working of Post Office and Courier Services + some accounting background and Leadership capabilities.


Initial Management Course.

B.

To supervise all the staff personally, and ensure that they completes their assignments well in time.


To ensure timely preparation of the out going mail and the incoming mail on daily basis.

To make arrangements for the sorting of the incoming mail from Cargo, Post Office on daily

basis. To ensure the timely delivery of the all Head Office mail / through Speedex / and Post office.

To prepare monthly Attendance Statements.

To maintain the Petty Cash Expenses Register.

To assign the duties to the Dispatch Riders for delivery of Most Urgent (by hand) mails

within Karachi / KBO / Jinnah Terminal / Cargo / Town Office & others (Private addresses) C. Job Objectives (if defined):



Page: 35


Job Title Pay Group Reports to HR Officer (Instructor) V HR Officer (Instructor)


A.

Job Specification:



8 years in different Sections of PIA.

Work Experence:

Must have fair knowledge about all Department / Division / Sections of PIA

Ability to operate Computer i.e.


Internet, Word, Excel etc. Good Typing speed


B.

To ensure timely completion of the projects assigned i.e. feeding, selection, cut & paste and printing of Circulars, Letters, Messages as and when desired by the Management.





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Job Title Pay Group Reports to Admin Supervisor - 2 IV OIC – SR. H. R. Officer


A.

Specification:

Masters or equivalent from a recognized university.


05 Years in Admin / Finance dep’t of PIA

Work Experience:

Computer course like Word/Excel


Supervisory Management Course


B.

To deal with the Outgoing Mail.


Responsible to supervise the Incoming and postal Mail Ord from post Office Karachi Airport

Cargo Section.

Sort out the outgoing Mail received from various Departments To prepare consignment notes of all outgoing International Mail s.

Prepare check sheet and tage of both domestic and foreign station according to the roster.

Get Mail bags prepared in intact condition for cargo section, KAP.

To deliver all Outgoing Mil to Cargo section and get their signature.




Page: 37


Job Title Pay Group Reports to Admin Supervisor - 1 IV OIC – SR. H. R. Officer


A.

Specification:

Masters or equivalent from a recognized university.


05 Years in Admin /Finance dep’t of PIA

Work Experience:

Computer course like Word/Excel


Supervisory Management Course


B.

To receive the Urgent and Important Government Letters.


To receive Mail from the various Government Departments and keep the record in the

Register. To prepare the Consignment Notes for all outgoing Domestic Mail and send to Domestic

Cargo Section according to the Flight Schedule. To ensure that all Office Attendants are working properly and that mail handed over to them is

distributed to the Sections/Departments every day regularly. To look after the incoming Registry from post office, KAP in the absence of concerned

Assistant. To look after the Section in the absence of HR Officer, Central Registry.

C.

Job Objectives (if defined):



Page: 38


Job Title Pay Group Reports to Office Attendant I/ II/ III / IV OIC / Sr. H. R. Officer


A.

Job Specification:

Metric or intermediate from recognized university / institution.


Work Experience:



B.

To visit Domestic Cargo / Post Office / Karsaz / KBO /and other placed to collect and deliver OCS Mail Bags /Postal Mail.


Sorting of all incoming mail Bags received from Domestic / Foreign stations & Post Office.

Sorting of all outgoing mails.

Preparation of OCS Mail Bags.

Delivery of all incoming mails to all Sections at Head Office (Ground, 1st & 2nd

floor), Engg Deptt, PEC, S&P, Flt. Safety. Flt. Ops, Works, PTC, Flt. Kitchen, Jinnah Terminal, Cargo, KBO, etc.

To ensure cleaning of office premises. To visit Head Office Payments Section to collect Cheques.

To go to Korangi GPO for feeding of Franking Machines.



Page: 39


Job Title Pay Group Reports to Deputy General Manager HR Records IX General Manager HRM


HR Records KHI 3.1.2


:

MBA/MPA/MAS from a recognized university.


Work Experience

Minimum 10 years experience in HR & Admin Department, preferably Recruitment in a reputable organization

:


Technical knowledge of Human Resources specialties including labor law, staffing, and compensation/benefits.

:

Analytical and assessment ability. Interpersonal communication and

interviewing skills.


HR training related to Senior/Middle Management cadre.

:

I.T. training.

C.


Align and drive HR Strategies to achieve business vision and goals To manage the Human Resources Information System at the corporate office by supervising

data input / reports, and providing information in a timely manner as requested by the Management.

Maintain staff records and confidentiality and performs duties of a highly confidential nature.

Develop recordkeeping and records management standards and rules, including those for

electronic recordkeeping Oversee the Data Archiving Unit for Record Scanning / keeping and ensure follow up where

necessary.

Regularly monitors the accuracy, completeness, and timeliness of major work units of the office.



Page: 40


Secure the prompt and efficient transfer of records selected for permanent preservation, with

the provision of lists and finding aids in accordance with required standards Continual monitoring of staff performance and development, providing counseling, support or

discipline in accordance with PIA procedures. Represent the department at IT Support Meetings and act as the first point of contact between

the department and IT Services. Make files available on demand and circulate files to officers in accordance with established

procedures. Records employee information such as personal data

Examines employee files to answer questions from authorized individuals

Maintain sickness absences and annual leave records and maintain the staff list

Notifies changes in information of employees, and added or deleted dependents

May perform other duties to be identified and assigned by the General Manager R&P / Rec.

C.

Maintain central personnel records for all employees in the Corporation and provide a reporting and statistical service to establish and provide an automated system, to ensure sanctity and security of personnel records and to facilitate quick retrieval of personnel information.


Job Title Job Reference No. Deputy General Manager HR Records 3.1.2



Page: 41


Job Title Pay Group Reports to Manager HR Records VIII Deputy GM HR Records

Section Location Job Reference No. HR Records KHI 3.1.2.1


:

Graduation. (MBA will be preferred)


Work Experience

5-8 years experience in the relevant field.

:


Should be a good administrator.

:

Should be computer literate.


Middle Management Course from PTC

:

HR related from PIM / IBA Microsoft Office / IT courses Fire protection course

B.

Organize central personnel records for the efficient storage and retrieval of designated personnel data in respect of all Corporation staff.


Coordinate with Administration Managers of various departments in respect of furnishing

accurate data required from time to time. Ensure that classified information and all personnel data are kept under proper security and

treated with the appropriate degree of confidentiality. Ensure that the periodically required statistical reports are produced accurately and on time.

Keep abreast of the latest techniques of Scientific Management and new developments in the

sphere of his activities. Ensure proper application of new techniques and procedures for improving the efficiency and productivity level of employees reporting to him.



Page: 42


Job Title Job Reference No. Manager HR Records 3.1.2.1

Ensure proper security of office records/documents and also cleanliness of office premises. Responsible for the proper management of the Archiving Unit. Perform any other function as assigned, from time to time, by General Manager Recruitment &

Placement. C.

Maintain central personnel records for all employees in the Corporation and provide a reporting and statistical service to establish and provide an automated system, to ensure sanctity and security of personnel records and to facilitate quick retrieval of personnel information.




Page: 43


Job Title Pay Group Reports to Assistant Manager HR Records (Automation) VII Manager Personnel Records & Statistics

Section Location Job Reference No. HR Records Karachi 3.1.2.2


:

Masters (MBA / MPA / MAS will be preferred) or MCS from any recognized University / institution.


Work Experience

5 years experience in the relevant field

:



:

Should have very good skills of MS office including MS Access



:


C.


Ensure efficient performance of the Automation Unit. Co-ordinate with other departments to obtain the required Personnel Record and copies of local

Admin Office Orders. Ensure the serviceability of equipment and their proper handling. Ensure the availability of microf1im cards for each employee of the corporation. Provide for the safe custody of the paper documents and their destruction after microfilming.

To liaise with the programmer/data processing services for the purpose of computerization of

personnel data



Page: 44


Job Title Job Reference No. Assistant Manager HR Records (Automation) 3.1.2.2

Ensure the sanctity and security of the personnel records. Advise and co-ordinate with other departments to educate and ensure proper purging of

documents/files. D.




Page: 45


Job Title Pay Group Reports to Assistant Manager Statistics VII DGM HR Records



:

Masters (MBA / MPA / MAS will be preferred) or M.Sc. (Statistics) from any recognized University / institution.


Work Experience

5 years experience in the relevant field.

:



:

Should be computer literate



:


B.


Compile designation-wise, paygroup-wise, shop/section-wise and location-wise existing and approved establishment for entire PIA network and transcribe the data into various required statistical formats.

Prepares upto-date manpower statistics of PlAC and meets the statistical requirements of

management and government agencies. Keeps up-to-date manpower statistics of all departments-sections category-wise and pay group-

wise. Provides various statistical analysis reports monthly basis to the Management. Provides information to government of Sindh, Directorate of Manpower and Training for

Annual Establishment Enquiry.



Page: 46


Job Title Job Reference No. Assistant Manager Statistics 3.1.2.3

Monitors and incorporate monthly changes in pay rolls tabrun. Collects, organizes and

provides information to Data Processing Services for computerization of Personnel Bio-data. Provides vacancy position of various categories to the Employment Section for recruitment

purpose. Carries out any other task as assigned by the Assistant Manager Statistics - Manager Personnel

Records and Statistics.




Page: 47


Job Title Pay Group Reports to Personnel Officer (Microfilming) V / VI Personnel Officer (Microfilming)



:

Masters (MBA / MPA / MAS will be preferred) from any recognized University / institution.


Work Experience

Minimum 5 years experience.

:


Should have good knowledge of operating all microfilming equipment, good keeping of all the microfiches.

:



Initial Management course

:

Microsoft Office course from PTC

C.


Ensures careful operation of M.F. Equipment and their proper handling. Operates the machine according to operation manual. Maintains Micro-filming equipment always in order. Maintains the safe custody of Microfilming/Microfiche equipments. Keeps abreast of the technical know-how of the machines. Performs any other related duty as

assigned by Assistant Manager Personnel Records and ACRS/Manager Personnel Records and Statistics.




Page: 48


Job Title Pay Group Reports to Personnel Officer (Automation) V / VI Assistant Manager Automation



:

Masters (MBA / MPA / MAS will be preferred) from any recognized University / institution.


Work Experience

Minimum 5 years experience.

:


Should have very good skills of MS office including MS Access

:



Initial Management course

:

Microsoft Office course from PTC

B.


Ensures careful operation of M.F. Equipment and their proper handling. Operates the machine according to operation manual. Maintains Micro-filming equipment always in order. Maintains the safe custody of Microfilming/Microfiche equipments. Keeps abreast of the technical know-how of the machines. Performs any other related duty as

assigned by Assistant Manager Personnel Records and ACRS/Manager Personnel Records and Statistics.




Page: 49


Job Title Pay Group Reports to Statistical Officer V Assistant Manager Statistics



:

M.Sc. Statistics or equivalent from any recognized university / institution.


Work Experience


:



:



:


C.


Prepares upto-date manpower statistics of FlAC and meets the statistical requirements of management and government agencies.

Keeps up-to-date manpower statistics of all departments-sections category-wise and pay group-


Annual Establishment Enquiry. Monitors and incorporate monthly changes in pay rolls tabrun. Collects, organizes and


purpose.



Page: 50


Job Title Job Reference No. Statistical Officer 3.1.2.6

Carries out any other task as assigned by the Assistant Manager Statistics - Manager Personnel





Page: 51


Job Title Pay Group Reports to Statistical Assistant / Supervisor III / IV Assistant Manager Statistics



:

B.Sc. Statistics or equivalent from any recognized university / institution.


Work Experience


:



:



:


D.


Prepares upto-date manpower statistics of FlAC and meets the statistical requirements of management and government agencies.

Keeps up-to-date manpower statistics of all departments-sections category-wise and pay group-


Annual Establishment Enquiry. Monitors and incorporate monthly changes in pay rolls tabrun. Collects, organizes and


purpose.



Page: 52


Job Title Job Reference No. Statistical Assistant/ Supervisor 3.1.2.7

Carries out any other task as assigned by the Assistant Manager Statistics - Manager Personnel





Page: 53


Dy. General Manager HR IX Administratively: Director Concerned Functionally: GM HRM


HR Units Respective Department 3.1.3


:

MBA / MPA / MAS from recognized university will be preferred.


Work Experience

8 – 10 years experience an executive capacity in the field of administration / personnel management in a large industrial or commercial organization.

:



:




:

B.

Advise and assist the Director concerned in correct interpretation and implementation of personnel policies, rules / regulations and agreements concluded with Union / Associations of the employee.


Ensure maintenance and up-dating of personal record of all employees of the department i.e. salary,

leave and passage allowances, educational qualification, addresses, age, dependency, police verification, marital status, domicile and other related matters.

Process and ensure implementation of following in accordance with the Corporation policies, orders

and instructions:- - Cases related to appointments, re-designation / selection, re-employment, up-gradation /

creations / re-appropriation of posts and change of designation. - Promotion and demotion of employees.




Page: 54


- Fixation of salary / allowances, compensations, final settlement of accounts, liaison with

departmental Accounts Managers to ensure accurate and timely preparations of monthly payrolls and related functional matters.

- Terminations, dismissals, retirements and death cases. - Attendance, rostering, overtime, taxi charges, discipline, maintenance of handling of



Deal with industrial relation function, CBA / Associations, Welfare Activities, Welfare Loans and

Grants.


Maintain waiting list for / of staff quarters and allotment of quarters in accordance with Corporation’s policy.

Keep abreast of the latest techniques of Scientific Management and new development in the sphere of

his / her activities. Ensure proper application of new techniques and procedure for improving the efficiency and productivity level of employees reporting to him.

Ensure proper security of office records / documents and also the cleanliness of office premises.

Perform any other function as assigned, from time to time, by Director Concerned/Director Human

Resources & Administration. C. Job Objectives (if defined):

Job Title Job Reference No. Dy. General Manager HR - Respective Department 3.1.3



Page: 55



Manager HR VIII Administratively: Director Concerned Functionally: DGM HR / GM HRM


HR Units Respective Department 3.1.3.1


:

MBA / MPA / MAS from recognized university will be preferred.


Work Experience

8 – 10 years experience an executive capacity in the field of administration / personnel management in a large industrial or commercial organization.

:



:




:

B.

Advise and assist the Director concerned in correct interpretation and implementation of personnel policies, rules / regulations and agreements concluded with Union / Associations of the employee.


Ensure maintenance and up-dating of personal record of all employees of the department i.e. salary,

leave and passage allowances, educational qualification, addresses, age, dependency, police verification, marital status, domicile and other related matters.

Process and ensure implementation of following in accordance with the Corporation policies, orders

and instructions:- - Cases related to appointments, re-designation / selection, re-employment, up-gradation /

creations / re-appropriation of posts and change of designation.

- Promotion and demotion of employees.




Page: 56


- Foreign Posting / transfers and temporary duties. - Fixation of salary / allowances, compensations, final settlement of accounts, liaison with

departmental Accounts Managers to ensure accurate and timely preparations of monthly payrolls and related functional matters.

- Terminations, dismissals, retirements and death cases. - Attendance, rostering, overtime, taxi charges, discipline, maintenance of handling of



Deal with industrial relation function, CBA / Associations, Welfare Activities, Welfare Loans and

Grants.


Maintain waiting list for / of staff quarters and allotment of quarters in accordance with Corporation’s policy.

Keep abreast of the latest techniques of Scientific Management and new development in the sphere of

his / her activities. Ensure proper application of new techniques and procedure for improving the efficiency and productivity level of employees reporting to him.

Ensure proper security of office records / documents and also the cleanliness of office premises.

Perform any other function as assigned, from time to time, by Director Concerned/Director Human

Resources & Administration. C. Job Objectives (if defined):

Job Title Job Reference No. Manager Human Resources - Respective Department 3.1.3.1

3.1 human resource management.pdf

Documents

senior hr officer hr

hr officer instructor

assistant manager hr

general manager hr services

admin assistant

admin supervisor

staff officer

admin coordination department