irsp human resources annual report 2013

HR at a Glance HR Annual Report 2013

AR Danish Abad – MHRL-IRSP 10/01/2014 The 1st Complete HR Report for 2013

2013

HR AT A Glance

Annual Report 2013 Page 1 of 28

Index Page

CONTENTS

Index Page 1

Executive Summary 2

1. Acknowledged By Director HR/Admin & Logistics 3

2. Organizational Chart - HR 4

3. About The IRSP HR Department 4

4. HR Officials 4

5. About HR Officials (Short Intro) 5

6. About HRM – Human Resource Management 8

7. Managing Human Resources 9

8. Objectives HR 9

9. Why is Human Resource Management Important for Organization? 9

10. Human Resource Information System 10

11. Employees Status in January 2013 12

12. Annexure - 01 - Employees Joined, Projects Wise during the year 2013 13

13. Annexure - 02 - Employees Exit (Resigned, Project Completed) Projects Wise - 2013 14

14. Annexure – 03 - Employees Project & Month Wise In & Out Status 15

15. Since Establishment 15

16. Overall Employees Year Wise In & Out Status 17

17. EOBI – DataBase 2008 - 2013 18

18. Leave – DataBase System 2010 - 2013 20

19. IRSP HR Manual Updated 22

20. HR General Policies 22

21. HR – MEMO Tracking System 22

22. Employees Experience Certificate Issue Tracking System 22

23. Employees Identity Card Tracking System 22

24. Recruitment Processed Updated 22

25. Bio-Matric System Introduced 2013 23

26. Key Performance Indicators 23 In Progress . . . 23

27. Medical – Re-Imbursement DataBase 2013 23

28. Job Descriptions 23

29. Get Involved/ Join Us! Join IRSP 24

30. Fun & Learn Day 24

31. HR Team in a Way! 25

32. HR Team – Training on Personality Assessment & Interview Skill 26

33. Feedback 27

2013

HR AT A Glance


Executive Summary

As an organization IRSP continue to

grow, the need to establish a more

mature HR Department that

responds to the organization’s need

to succeed in an ever toughening

market becomes apparent. HR

Department is most important in

keeping the workers aligned with

the goals of the organization.

A good and strategic HRD plan helps the management to see a clear line of

sight between organizational goals, the competencies the employees need to

demonstrate and what they as management need to do in order to encourage

and support the acquisition and demonstration of these behaviors. Having a

thoroughly thought out plan for human resource department helps attract the

needed talents and keep them motivated in pursuing performance excellence.

The goal of this report/document is to present a set of guidelines and strategies

to help both the Human Resource Department and the Line Mangers to form

partnership/contracts for helping the employees acquire the necessary knowledge,

skills and attitude to perform the assigned job in a professional manner.

Executive Director

Syed Shah Nasir Khisro

2013

HR AT A Glance


1. Acknowledged By Director HR/Admin & Logistics

This report identifies key activities undertaken by the Human Resources Department, and the performance of the Organization in relation to staffing related matters during the last twelve months

i.e. 2013 as well as Administration & Logistics Departments’ annual reports also in progress in their separate profiles.

THE REPORT AIMS TO HIGHLIGHT AREAS OF PRIORITY IN RELATION TO ACTIVITIES FOR 2014.

Since 2006, the Human Resources (HR) department has undertaken extensive efforts to examine how

the HR programs and delivery systems within the IRSP can improve to suitably meet the strategic

needs of the organization.

HR department efforts to enhance the efficiency and effectiveness of our HR systems as part of

improving the IRSP’s overall ability to advertise the opportunities, recruit, post, develop the capacity

building, and retain the best workforce in the organization.

Our continuing efforts during 2013 planning process have confirmed what our HR professionals know

all too well – that we operate in a complex environment characterized by a network of multiple HR

units rather than one unified structure. This environment is challenged by a number of related factors

including:

Heavy reliance on manual transactions

Disparity in HR resource levels and expertise across the organization

Lack of consistent HR processes and information

Inefficient service delivery and insufficient investment in strategic HR processes (such as

workforce planning, training, recruiting, and performance enhancement programs)

We have the opportunity to tackle these challenges and must act now to take advantage of the

commitment for increased investment in HR technology to transform the operational system. This

annual strategic report describes our vision for making IRSP the best social sector employer in the

country/world through effective HR programs, services and technologies that build a talented, diverse,

engaged and productive workforce.

The report identifies the initiatives for achieving this vision and recommends the roadmap for

delivering outcomes rapidly and sustainably.

Director HR/Admin & Logistics

Sayed Shah Rome

2013

HR AT A Glance


2. Organizational Chart - HR

The Organogram shows the responsibilities of Director HR/Admin & Logistics and his Team, while

in this report only the HR Branch highlighted will be the focus point.

3. About The IRSP HR Department

This report identifies key activities undertaken by the Human Resource Department and the

performance of the Organization in relation to staffing related matters during the last twelve

months. The report aims to highlight areas of priority in relation to activity for 2014.

4. HR Officials

1 Director HR/Admin & Logistics Mr. Syed Shah Rome 2009

2. Manager HR Mr. AR Danish Abad 2003

3 HR Officer Mr. Farhad Ali 2011

4 HR Officer Mr. Farhan Muzammil 2012

5 HR Assistant Mr. Ashfaq Ali Shah 2013

6 HR Assistant Mr. Emad Ali Shah 2013

7 HR Internee Mr. Farrukh Tariq 2013

DIRECTOR HR, ADMIN & LOGISTICS

Manager Administration

Admin Officer

Admin Assistant

Drivers

Support Staff

Manager Logistics Supply Chain Management

Assistant

Manager Logistics

Logistics Officer

Logistics

Assistant

Manager HR (Human Resource)

HR Officer

HR Assistant

Internees

Assistant

Manager HR

2013

HR AT A Glance


5. About HR Officials (Short Intro)

Sayed Shah Rome

Born in Mardan he passed his H.S.S.C. from Govt College

Mardan, followed by his bachelor’s degree from the

University of Peshawar in 1988. He started his professional

career with Habib Bank Limited in 1990. He served in HBL

on managerial position for nearly 19 years, after leaving

the bank service he joined IRSP in 2009 as Manager HR.

Due to his excellent performance and vast managerial

knowledge the senior management of IRSP promoted him

to the position of Director HR/Admin & Logistics in September, 2011. Since

then he is leading HR at IRSP.

Leading the organizational development and change processes to a new stature.

Improve our approaches to planning, monitoring and learning.

Coordination of the strategic planning process and its implementation, reporting and

review.

Leading the organization through our annual/multi - year planning processes.

Developing and implementing organizational systems and methods to improve our

evaluation.

Helping invoke program which leads staff to develop their skills in drafting applications,

recording outcomes/ impacts and reporting to donors.

Promoting good internal communications, especially in relation to learning about

our outputs and outcomes.

Convening and chairing regular program department meetings. This is a responsibility

shared with the Director of Program

Leading and representing ED in national/ international platforms

Heading the process of developing monitoring indicators in consultation with other

divisions

Monitoring the HR progress of all IRSP projects

Providing expert guidance on collection, compilation and analysis of data relating to

projects

Leading the preparation of special reports, documents, papers etc. on behalf of IRSP

2013

HR AT A Glance


Aziz Ur Rahman Danish Abad

Mr. AR Danish Abad the sole architect

of IRSP progressive structure was

born in district Swat. He got his MBA

(MIS) degree from ANSI Degree

College and started career with IRSP

in 2003 as Admin & Finance

Coordinator. In Dec 2005 he was

promoted as Finance & Admin Officer

(FAO) IRSP, with proved performance

in 2008 he was promoted as

Assistant Manager Finance & Admin - IT, and then in 2009 during the 1st IDP’s

Emergency and 2nd Flood Emergency assigned the additional task of Logistic

Officer.

Due to his excellent output and dedication he was assigned task of logistic

management and promoted to the position of Manager Logistics in 2011. In

October 2012 he was given the additional task of Human Resource - HR

Department as HR Manager due to his vast and dynamic experience the social

sector. Since then he is managing HR at IRSP.

SUMMARY SKILLS & QUALITIES:

Served in IRSP for over 10+ years, (5+ as Manager HR & Logistics;

5+ as Manager Finance & IT and 2+ Finance & Admin Officer

The professional goal is to provide the information required, in a timely and efficient

manner, with satisfaction.

Working for one of the leading Humanitarian organization (IRSP); I got exposure to

almost all domains of HR/Finance/Admin & Logistics (Supply Chain Management).

Valuable experience of working with

Humanitarian & Developmental Organizations (NGOs /INGOs).

Specializes in various levels at Finance/Accounts, Logistics/Admin/HR, and IT Software

& Hardware.

Ability to resolve problems and make decisions quickly and accurately.

o Competent, reliable, and committed professional, with proven record of success in increasing level of responsibility.

2013

HR AT A Glance


Farhad Ali - HR Officer Mr. Farhad Ali born in village Hathian, District Mardan got his MBA degree with specialization in HR from Abdul Wali khan (AWK) University Mardan in 2010. Farhad then started his career with IRSP as intern HR in 2011 rising through the ranks following IRSP promotion system then became HR Assistant. Due to his excellent work Mr. Farhad was promoted to the Position of HR Officer in 2012. Since then he is dealing various donors funded projects in IRSP.

Farhan Muzammil - HR Officer Mr. Farhan Muzammil born in District Mardan passed his Bachelor’s degree in Business Administration from Hazara University Mansehra in 2005.

Farhan then proceeded to UK for higher education and got his Master Degree in Business Administration from De Montfort University, Leicester in 2009. After getting his degree he returned to Pakistan in 2011 and joined IRSP in April 2011. Since then he is working with IRSP in HR Department.

Ashfaq Ali Shah - HR Assistant Mr. Ashfaq Ali born in Mardan got his MBA degree with specialization in HR from Northern University Nowshera in 2012. After that he joined IRSP in 2013 an intern HR where he worked for three months as intern and then appointed as HR Assistant. He has a nice and humble personality and assisting HR department in various tasks since his appointment.

Emad Khan - HR Assistant Mr. Emad Khan born in Mardan got his Bachelor’s degree with specialization in HR from Gandhara University Peshawar in 2012. After that he joined IRSP in 2013 an intern HR where he worked for three months as intern and then appointed as HR Assistant. He takes keen interest in his work and assisting HR department in various tasks since his

appointment.

Farrukh Tariq - HR Interne Mr. Farrukh born in Mardan got his Master Degree in Business Administration from Spring Hill University UK in 2012 and then returned to Pakistan. He joined IRSP in September 2012 as intern HR. Since then he is working in HR department at IRSP and took keen interest in his assigned tasks.

2013

HR AT A Glance


6. About HRM – Human Resource Management

HRM represents a new concept of and approach to performing personnel functions. It still

requires the performance of those personnel functions that have evolved over the years in

response to emerging needs. However, instead of treating these functions as separate and

distinct, HRM considers them interrelated parts of a management system that must be

integrated closely with strategic organizational planning.

HR director/managers are becoming more involved in the decision making of top management in a

wide variety of issues and problems. Knowledge of HRM is important for individuals who will occupy

managerial and supervisory roles, since they will also perform HR functions.

A code of ethics focuses attention on ethical values and provides a basis for HR professionals to

evaluate their plans and their actions. HR departments have been given a greater role in

communicating the organization's values and standards and in monitoring compliance with its code of

ethics.

Manager HR & Logistics AR-Danish Abad

2013

HR AT A Glance


7. Managing Human Resources

An HR program constitutes the overall plan for managing people and for guiding managers

and supervisors in decisions relating to their subordinates. It establishes the objectives,

policies, procedures, and budget pertaining to the HR functions to be performed.

Although HR managers are responsible for coordinating and enforcing policies relating to HR

functions, responsibility for performing these functions rests with all managers and

supervisors within an organization.

8. Objectives HR

HR objectives are determined by the organization's objectives as a whole. More and more,

HR objectives are reflecting the increased social responsibilities of firms, which include not

only traditional responsibilities to customers, employees, and shareholders but also

responsibilities to the community and to the total society.

HR objectives

goals to be achieved in the area of HRM

9. Why is Human Resource Management Important for Organization?

Human resource management is the management of the people who work in an organization.

They can be managers, employees, project officers, field workers,

coordinators. Since the organization is run by these people, they are

considered to be a “resource” – ‘a human resource.’ Like we use

funds to manage a project, we also need to use these ‘human

resources’ or the ‘people’ to manage the organization.

It is not enough just to have a dedicated team for an organization. It is fundamentally believed

that unless the team is not properly managed, motivated and performed, the organization

will not achieve its goal and objectives.

The process of managing, motivating and making the staff perform involves setting up of

systems, including building plans and policies. These systems fall under human resource

management.

2013

HR AT A Glance


10. Human Resource Information System

The Human Resource Employee’s Information System (HR-EIS) is a database that’s developed to

record and maintain information about all employees in an organization. This system is very useful in

recruitment, developing terms of reference/tracking, monitoring, assessing and coordinating work

with each of the employee. This system also ensures transparency of the organization in employing

people.

We are familiar with ‘MIS’ or ‘Management Information System’ to implement projects and deliver

results. The (HR-EIS) Human Resource Employee’s Information System is similar to it in the sense that

it is used to manage the staff and achieve results for the growth of the organization.

Although this kind of information system is also used for carrying out job analysis and career

development of an organizations.

In this time we created and will use a Microsoft Excel Workbook /worksheet to fill in the information

Sheets, save the file in the computer and take a printout and file it.

Search By Name, Contract ID, E-Code, Project Wise, and many more option adopted, The HR-EIS should

be easily accessible for others to see and gets reports.

The Main Menu of Human Resource Information System IRSP’s contains the following options:

Service Contract Agreement:

1 SCA - DATA BASE - Regular

2 Appointment Letter & Contract

3 SCA - DATA BASE - CRP

4 Letter of Contract Agreement

Tracking System

1 EI - Search (By Name)

2 EI - Leave Search

3 EI - EOBI Search

4 EI - Bank Account Letter

5 Experience Letter

6 Employee ID Card

7 Joiner / Leaver - Employees

CV DATA BANK for Employment

1 CV - Executive

2 CV - General

Correspondence SYSTEM

1 MEMO System

2 Feed Back

REPORTING

Monthly Staff IN - OUT

Project Wise - Staff IN - OUT

Leave System 2010 - 2014

Leave - Monthly & Year Wise

Leave - Project Wise

Leave - Date Wise Status

EOBI System 2008 - 2014

EOBI - Detail Employee Status

Medical Ledger

Depended List

and many many more …. Next Addition.

1 HR Manual

2 Job Descriptions

3 Organogram

4 AUDIT (HR) - Auditor Requirements

and many more option in progress

2013

HR AT A Glance


The Main Contract Entries of Human Resource Information System IRSP’s contains the following heading:

1 Contract ID

2 Projects:

30 Department

31 E-Code

3 Title

4 Name of Employee:

5 Son/Daughter/Wife of:

7 Designation:

8 Date of Birth:

9 CNIC No.

10 Address:

11 Mobile:

12 Res:

13 Email:

33 Gender

34 Marital Status

14 Contract Date

15 Date of Joining

16 Date of Expiry (Contract)

17 Contract Extended Till

18 Duration of Agreement

19 Posting/Location

20 Salary Per Month

21 Working Hours:

22 Working Days :

23 Mode of Payment :

24 Qualification

27 Bank Account No.

28 Bank Branch

29 Probation Period

26 End

32 Probation End Date

35 Notice Period

36 Remarks

37 References

38 CV

39 CNIC

40 DOCs

41 Code Of Conduct

42 Employ Card

43 E. Certificate

44 Bank Letter

45 Program Code & Title

46 Project Code

47 EOBI #

48 Contract Copy.

49 Data Posted By;

50 Actual Date

51 Contract Copy Issued on

52 Remarks

53 Employee's Project Contract Status

54 Employee's Current Status in IRSP

56 Active Due To.

57 mm-yy DOJ

58 YEAR doj

59 mm-yy DoE

60 YEAR doE

61 Age as on DOJ

62 Service till

63 upto date

64 upto 60 years

65 Years

66 Months

67 Days

68 Age Current

69 Actual Date

70 Contract Copy Issued on

71 Remarks

72 PID Number

73 NTN

2013

HR AT A Glance


11. Employees Status in January 2013

Serial Projects Strength Donor /Project

1 CESSD 9 Co-Water

2 Concern DRR 26 Concern World Wide

3 Concern EC 16 Concern World Wide

4 EC Project 29 EU – Water Aid

5 EU-LTORP 6 EU – TAF

6 FANSA 2 FANSA

7 General Fund 58 IRSP

8 SDC Project 30 SDC

9 STAEP 15 Taf

10 Unicef 1 Unicef

10 Total 192

9

26

16

29

6

2

58

30

15

1

0 10 20 30 40 50 60 70

CESSD

Concern DRR

Concern EC

EC Project

EU-LTORP

FANSA

General Fund

SDC Project

STAEP

Unicef

Overall Project Wise 2013

Series1

2013

HR AT A Glance


12. Annexure - 01 - Employees Joined, Projects Wise during the year 2013

Serial Month & Year Total Donor/Projects

1 Jan-2013 17 EU-LTEORP, General Fund, Intern Ship,

2 Feb-2013 42 CESSD, Concern DRR, Concern DRR, General Fund, STAEP,

3 Mar-2013 18 CESSD, Concern DRR, Concern DRR, EU-LTEORP, FANSA, General Fund, STAEP,

4 Apr-2013 41 Concern DRR, EU-WAP, General Fund, STAEP, Unicef

5 May-2013 7 CESSD II, Concern DRR, General Fund, Intern Ship, Unicef

6 Jun-2013 6 CESSD, EU-WAP, General Fund, Unicef

7 Jul-2013 7 CESSD, General Fund, Intern Ship, STAEP,

8 Aug-2013 1 General Fund,

9 Sep-2013 5 EU-WAP, General Fund, Unicef

10 Oct-2013 2 General Fund,

11 Nov-2013 2 EU-WAP,

12 Dec-2013 1 General Fund,

12 149 Total

17

42

18

41

7 6

7

1

5

2 2 1

-

5

10

15

20

25

30

35

40

45

Total

2013

HR AT A Glance


13. Annexure - 02 - Employees Exit (Resigned, Project Completed)

Projects Wise - 2013

Serial Month & Year Total

1 Jan-2013 (10) Intern Ship,

2 Feb-2013 (1) General Fund,

3 Mar-2013 (11) Concern DRR, General Fund,

4 Apr-2013 (1) CESSD,

5 May-2013 (29) Concern DRR, Concern DRR, EU-LTEORP, EU-WAP, General Fund, STAEP,

6 Jun-2013 (19) CESSD II, General Fund, STAEP,

7 Jul-2013 -

8 Aug-2013 -

9 Sep-2013 (3) FANSA, General Fund, STAEP,

10 Oct-2013 (4) EU-LTEORP,

11 Nov-2013 (36) EU-WAP, General Fund, SDC Phase II,

12 Dec-2013 (69) Concern DRR, EU-LTEORP, EU-WAP, FANSA, General Fund, STAEP, Unicef

12 (183)

(10)

(1)

(11)

(1)

(29)

(19)

- -

(3) (4)

(36)

(69)

(80)

(70)

(60)

(50)

(40)

(30)

(20)

(10)

-

Grand Total Exit

2013

HR AT A Glance


14. Annexure – 03 - Employees Project & Month Wise In & Out Status

Month & Year

CESSD CESSD II Concern DRR

Concern EC

EU-LTEORP

EU-WAP FANSA General Fund

Intern Ship

SDC Phase II

STAEP Unicef

In Out In Out In Out In Out In Out In Out In Out In Out In Out In Out In Out In Out

AsonJan2013 6 - 15 14 - 29 2 58 30 15 1

1 Jan-2013 - - - - - - - - 6 - - - - - 1 - 5 5 - - - - - -

2 Feb-2013 3 - - - 4 - 3 - - - - - - - 1 1 - - - - 1 - - -

3 Mar-2013 1 - - - 3 10 1 - 9 - - - 1 - 2 1 - - - - 1 - - -

4 Apr-2013 - 1 - - 3 - - - - - 1 - - - 2 - - - - - 2 - 33 -

5 May-2013 - - 2 - 1 16 - 1 - 9 - 1 - - 1 1 1 - - - - 1 1 -

6 Jun-2013 1 - - 2 - - - - - - 1 - - - 1 2 - - - - - 15 3 -

7 Jul-2013 3 - - - - - - - - - - - - - 1 - 1 - - - 1 - - -

8 Aug-2013 - - - - - - - - - - - - - - 1 - - - - - - - - -

9 Sep-2013 - - - - - - - - - - 1 - - 1 1 1 - - - - - 1 3 -

10 Oct-2013 - - - - - - - - - 4 - - - - 2 - - - - - - - - -

11 Nov-2013 - - - - - - - - - - 2 3 - - - 3 - - - 30 - - - -

12 Dec-2013 - - - - - - - 13 - 2 - 29 - 2 1 16 - 2 - - - 2 - 1

12 8 1 2 2 11 26 4 14 15 15 5 33 1 3 14 25 7 7 - 30 5 19 40 1

15. Since Establishment

Serial Year Month & Year Joined Exit

1 2001 15 -

2 2002 20 -

3 2003 80+ -

4 2004 100+ -

5 2005 100+ -

6 2006 150+ -

7 2007 125+ -

8 2008 200+ -

9 2009 350+ -

10 2010 450+ -

- -

2013

HR AT A Glance


Serial Year Month & Year Joined Exit

11 2011 Jan-2011 28 -

12 2011 Mar-2011 3 -

13 2011 Apr-2011 6 -

14 2011 May-2011 3 -

15 2011 Jun-2011 3 -

16 2011 Jul-2011 2 -

17 2011 Sep-2011 14 -

18 2011 Oct-2011 1 -

19 2011 Dec-2011 3 -

- -

20 2012 Jan-2012 3 -

21 2012 Apr-2012 1 -

22 2012 May-2012 1 -

23 2012 Jun-2012 1 -

24 2012 Sep-2012 7 -

25 2012 Oct-2012 1 -

26 2012 Nov-2012 3 -

- -

27 2013 Jan-2013 12 5

28 2013 Feb-2013 42 1

29 2013 Mar-2013 19 11

30 2013 Apr-2013 41 1

31 2013 May-2013 6 29

32 2013 Jun-2013 6 19

33 2013 Jul-2013 6 -

34 2013 Aug-2013 1 -

35 2013 Sep-2013 5 3

36 2013 Oct-2013 3 4

37 2013 Nov-2013 2 36

38 2013 Dec-2013 1 67

2013

HR AT A Glance


16. Overall Employees Year Wise In & Out Status

04

0 1

62 1

3 4

14

7

29

8

83

0 0

-1

0 0 0 0 0 0 0 0

-1

0

-34

-9

-55

0 0

-80

-60

-40

-20

0

20

40

60

80

100

1900 2000 2001 2002 2003 2004 2005 2007 2008 2009 2010 2011 2012 2013 2014 (blank)

Active Staff Closed Staff

2013

HR AT A Glance


17. EOBI – DataBase 2008 - 2013

During 2013, IRSP regulated the EOBI payments since December 2008 till May 2013 for 185+ staff for 54 month

manually deposited, acknowledged by the EOBI Officials accordingly and correspondence documented. The

below mention table self-explanatory

After June 2013 all the EOBI vouchers generated through EOBI Online FS (Facilitation System) and filed properly

and now we have the EOBI Employees Info Status system, Where the HRO can facilitate the employees about

their status month and year wise with their payments deposited against their EOBI No.

Month & Year Wise Summary of Staff Numbers & Payments Details

Particulars Employer Employee

Year Month & Year

Members +/- Monthly

Rate Ratio Amount Ratio Amount

Total Amount

1 2008 12-2008 20 20 360 300 6,000 60 1,200 7,200

2 2009 01-2009 21 1 360 300 6,300 60 1,260 7,560

3 2009 02-2009 21 - 360 300 6,300 60 1,260 7,560

4 2009 03-2009 21 - 360 300 6,300 60 1,260 7,560

5 2009 04-2009 20 360 300 6,000 60 1,200 7,200

6 2009 05-2009 23 3 360 300 6,900 60 1,380 8,280

7 2009 06-2009 25 2 360 300 7,500 60 1,500 9,000

8 2009 07-2009 28 3 360 300 8,400 60 1,680 10,080

9 2009 08-2009 33 5 360 300 9,900 60 1,980 11,880

10 2009 09-2009 33 - 360 300 9,900 60 1,980 11,880

11 2009 10-2009 33 - 360 300 9,900 60 1,980 11,880

12 2009 11-2009 33 - 360 300 9,900 60 1,980 11,880

13 2009 12-2009 33 - 360 300 9,900 60 1,980 11,880

14 2010 01-2010 41 8 360 300 12,300 60 2,460 14,760

15 2010 02-2010 41 - 360 300 12,300 60 2,460 14,760

16 2010 03-2010 42 1 360 300 12,600 60 2,520 15,120

17 2010 04-2010 42 - 360 300 12,600 60 2,520 15,120

18 2010 05-2010 42 - 360 300 12,600 60 2,520 15,120

19 2010 06-2010 43 1 360 300 12,900 60 2,580 15,480

20 2010 07-2010 43 - 420 350 15,050 70 3,010 18,060

21 2010 08-2010 43 - 420 350 15,050 70 3,010 18,060

22 2010 09-2010 43 - 420 350 15,050 70 3,010 18,060

23 2010 10-2010 44 1 420 350 15,400 70 3,080 18,480

24 2010 11-2010 44 - 420 350 15,400 70 3,080 18,480

25 2010 12-2010 44 - 420 350 15,400 70 3,080 18,480

26 2011 01-2011 59 15 420 350 20,650 70 4,130 24,780

27 2011 02-2011 59 - 420 350 20,650 70 4,130 24,780

28 2011 03-2011 62 3 420 350 21,700 70 4,340 26,040

29 2011 04-2011 66 4 420 350 23,100 70 4,620 27,720

30 2011 05-2011 70 4 420 350 24,500 70 4,900 29,400

31 2011 06-2011 72 2 420 350 25,200 70 5,040 30,240

2013

HR AT A Glance


Month & Year Wise Summary of Staff Numbers & Payments Details

Particulars Employer Employee

Year Month & Year

Members +/- Monthly

Rate Ratio Amount Ratio Amount

Total Amount

32 2011 07-2011 75 3 420 350 26,250 70 5,250 31,500

33 2011 08-2011 76 1 420 350 26,600 70 5,320 31,920

34 2011 09-2011 88 12 420 350 30,800 70 6,160 36,960

35 2011 10-2011 89 1 420 350 31,150 70 6,230 37,380

36 2011 11-2011 89 - 420 350 31,150 70 6,230 37,380

37 2011 12-2011 93 3 420 350 32,550 70 6,510 39,060

38 2012 01-2012 97 4 420 350 33,950 70 6,790 40,740

39 2012 02-2012 97 - 420 350 33,950 70 6,790 40,740

40 2012 03-2012 97 - 420 350 33,950 70 6,790 40,740

41 2012 04-2012 98 1 420 350 34,300 70 6,860 41,160

42 2012 05-2012 99 1 420 350 34,650 70 6,930 41,580

43 2012 06-2012 99 - 420 350 34,650 70 6,930 41,580

44 2012 07-2012 99 - 480 400 39,600 80 7,920 47,520

45 2012 08-2012 99 - 480 400 39,600 80 7,920 47,520

46 2012 09-2012 103 4 480 400 41,200 80 8,240 49,440

47 2012 10-2012 103 - 480 400 41,200 80 8,240 49,440

48 2012 11-2012 103 - 480 400 41,200 80 8,240 49,440

49 2012 12-2012 103 - 480 400 41,200 80 8,240 49,440

50 2013 01-2013 109 6 480 400 43,600 80 8,720 52,320

51 2013 02-2013 134 25 480 400 53,600 80 10,720 64,320

52 2013 03-2013 147 13 480 400 58,800 80 11,760 70,560

53 2013 04-2013 183 36 480 400 73,200 80 14,640 87,840

54 2013 05-2013 183 - 480 400 73,200 80 14,640 87,840

55 2013 06-2013 -

Total 3,707 183 1,336,000 267,200 1,603,200

Year Wise Summary of Staff & Payments Details

Year Total Staff

Employer Employee Total Payable

Total Paid Balance

2008 20 6,000 1,200 7,200 23,040 (15,840)

2009 324 97,200 19,440 116,640 254,700 (138,060)

2010 512 166,650 33,330 199,980 119,520 80,460

2011 898 314,300 62,860 377,160 336,240 40,920

2012 1,197 449,450 89,890 539,340 191,100 348,240

2013 756 302,400 60,480 362,880 757,048 (394,168)

Total 3,707 1,336,000 - 267,200 1,603,200 1,681,648 (78,448)

2013

HR AT A Glance


18. Leave – DataBase System 2010 - 2013

During the Year 2013 the HRD developed and initiated Leave DataBase System and the below mentioned

Tables (Table 1 & 2) show the overall situation.

Table – 1: Yearly Leave Record

Particulars 2011 2012 2013 Total

No of Application 171 269 343 794

No of Days 285 545 940 1,770

Casual 158 217 393 767

Sick 99 131 174 404

Annual 28 145 237 410

Maternity - 22 - 22

Without Pay - - - -

Compensatory - 1 - 1

Table – 2: Monthly Leave Record for 2013

Particulars Jan

2013 Feb

2013 Mar

2013 Apr

2013 May

2013 Jun

2013 Jul

2013 Aug

2013 Sep

2013 Oct

2013 Nov

2013 Dec

2013 Total

No of Application 12 18 22 36 16 20 45 42 53 33 33 13 343

No of Days 134 40 87 62 19 27 82 127 125 136 66 22 927

Casual 8 11 80 31 12 25 35 46 75 35 17 7 382

Sick 2 20 4 24 6 2 28 25 11 12 24 15 173

Annual - 9 3 7 1 - 19 56 39 86 16 - 236

Maternity - - - - - - - - - - - - -

Without Pay - - - - - - - - - - - - -

Compensatory - - - - - - - - - - - - -

2013

HR AT A Glance


Table - 3 Monthly Project Wise Leave Record for 2013

Particulars Jan 2013

Feb 2013

Mar 2013

Apr 2013

May 2013

Jun 2013

Jul 2013

Aug 2013

Sep 2013

Oct 2013

Nov 2013

Dec 2013

Total

General 1 1 3 5 6 4 3 8 9 12 15 3 70

EC-WAP 2 3 2 5 6 2 15 9 5 3 7 4 63

CBDRM 8 13 14 22 - - - - - - - - 57

CESSD 1 - 1 3 1 1 6 2 14 7 9 5 50

UNICEF - - - - - 8 12 6 13 1 - - 40

SDC - - - - - - 4 10 4 6 - - 24

STAEP - - 1 1 1 1 2 3 3 - - - 12

STAEP/CESSD - 1 - - 1 2 1 1 3 - - - 9

EU-LTEORP - - 1 - 1 1 1 2 - 2 - - 8

Concern Swat - - - - - - 1 1 2 1 - - 5

PFWRP - - - - - - - - - - 2 - 2

CESSD - - - - - 1 - - - - - - 1

SPSP - - - - - - - - - 1 - - 1

PWRP - - - - - - - - - - - 1 1

- - - - - - - - - - - - -

Total 12 18 22 36 16 20 45 42 53 33 33 13 343

2013

HR AT A Glance


19. IRSP HR Manual Updated

In Progress .. .Draft version presented for approval

20. HR General Policies

In Progress .. .draft version in final stage

21. HR – MEMO Tracking System

IRSP HR Department has adopted HREIS System for its various HR solutions. In case a memo is issued

inside organization we have a proper electronic link to track that memo. Also the memo issuance

record is kept manually by maintaining a register.

Total 26 memos relating to employee deployment, transfer, project extension and project expiry

notice are issued by HR department in year 2013.

22. Employees Experience Certificate Issue Tracking System

Experience certificate is issued to every employee upon completion of project the record of which is

recorded both manually and in soft form in HR-EIS. We maintain a proper register to record the

complete details for a certificate issued and an acknowledgement signature is also obtained when

delivering it to the employee.

23. Employees Identity Card Tracking System

Each employee has an identity card issued by HR department the record of which is kept both

manually and in soft form in HR-EIS. The record of every identity card issued is also kept manually by

maintain a register for the purpose.

24. Recruitment Processed Updated

All recruitment processes done for various positions are uploaded to HR-EIS and employees service

contract is generated through the system which is then duly approved by designated directors of the

organization. The table below describes various recruitment processes done in year 2013.

Year Project Designation

No of Applicants Applied

Short listed Selected Remarks

2013 EU-LTORP DLTO 22 0 4 walk in interview

2013 EU-LTORP EOM 1 0 1 selected by internal decision

2013 EU-LTORP A&F officer 1 0 1 selected by internal decision

2013 EU-LTORP CLTO 9 0 9 selected by internal decision

2013 CESSD CBO-Male 48 8 1 selected through process

2013 CESSD CBO-Female 20 5 1 selected through process

2013

HR AT A Glance


Year Project Designation

No of Applicants Applied

Short listed Selected Remarks

2013 CESSD CBO-Male 1 0 1 selected by internal decision

2013 STAEP Constt Coordinator 8 4 1 selected through process

2013 CESSD Project Coordinator 23 4 1 selected through process


2013 UNICEF Team Leader 7 7 1 selected through process

2013 UNICEF Project Manager 8 4 2 selected through process

2013 CESSD CBO-Male 6 5 1 selected through process


2013 EC Social Organizer 10 7 1 selected through process

25. Bio-Matric System Introduced 2013

HR Department of IRSP is proud to introduce Biometric attendance system for its employees in July

2013. Through this system attendance of employees is monitored and the same is use for payroll

purposes. All leaves including business leaves are recorded and a hard copy of the same is kept in HR

section for record purpose.

26. Key Performance Indicators

In Progress . . .

27. Medical – Re-Imbursement DataBase 2013

Health is wealth. This old saying has never been as true as it is today. In this age of sky rocketing prices,

medical costs are a heavy burden on a person meager income. Keeping in view the same factor IRSP

introduced Medical scheme for its employees which covers employees and their dependents medical

cost in case of critical illness and hospitalization. The task for Medical re-imbursement is assigned to

HR Department which files medical bills of employees and maintain a ledger entry of the same. A lot

of employees have benefited from this facility since its inception.

28. Job Descriptions

Each personal file has a proper job description which describes job responsibilities, skills and

qualification required for the job. We have a a database for all the JDs which are used for different

positions in the organization.

2013

HR AT A Glance


29. Get Involved/ Join Us! Join IRSP

Time to time during 2013 on IRSP official Web site the “Get Involved/ Join Us! Join IRSP” various career

opportunities lunched & advertised and also proper Application Format for employment introduced,

which help a lot during the recruitment process.

In 2014 the Online Application submitting system will be lunched; which will help the HR to get data

on real-time process and the applicant will receive their confirmation via email with tracking number.

30. Fun & Learn Day

It is my team high dream to have a get-together every month, where we can share

the good and bad practices of the projects, and to thoroughly discuss either we are

gaining or losing.

2013

HR AT A Glance


31. HR Team in a Way!

2013

HR AT A Glance


32. HR Team – Training on Personality Assessment & Interview Skill

HR – IRSP Team @ Highly-keen HR Institute, Lahore, Pakistan with Mr. Jibran Bashir

during Training on Personality Assessment & Interview Skill at on December 9, 2012

Mr. Farhad Ali &

Mr. Farhan Muzimall

– HR Officers IRSP

With Mr. JIbran

Bashir as Interview

Panel

2013

HR AT A Glance


33. Feedback

WE VALUE YOUR FEEDBACK

We are always interested in hearing how we are doing because it helps us to ensure we are

providing the highest quality of services and that our employees & clients/donor are 100% satisfied.

Without feedback, we would not be as successful as we are.

If you could please take a few minutes of your time to fill out our feedback form below, it would

be greatly appreciated.

Conclusion: Would you like to say!

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Comments: Would you like to be refine!

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Suggestions: Would you like to be added!

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Name: ____________________

Designation: ____________________ Signature _______

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