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.

• 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.

• 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.

• 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.

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 escalate.
• 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.