Department:              Human Resource Department

Reports To:                Primary: Director Operations / Hospital Director    

Secondary: Executive Trustees (for oversight and compliance reporting)

Position Purpose:  

The HR Manager is responsible for leading the Human Resources Department of MDMI, ensuring that all HR operations, policies, and strategic initiatives align with the hospital’s mission of service, quality, and compassion. The position provides strategic and administrative leadership in recruitment, employee relations, performance management, compliance, industrial relations, training, and development, Coordination among management, reporting,  fostering a professional, ethical, and performance-driven institutional culture. To carry out organizational development through strategic HR practices and organizational vision, making organization and culture on the line of one of the leading organizations in the region.

Key Responsibilities

HR Strategy, Planning and Organizational Structuring

• Develop, implement, and periodically review the HR Strategic Plan in alignment with MDMI’s overall goals and values.
• Maintain and update the organizational structure, clearly defining reporting lines and job roles.
• Conduct manpower planning and forecasting for medical, paramedical, and administrative departments.
• Assist in annual budgeting for HR, including payroll forecasting, benefits, training, and recruitment costs.
• Advise management on HR best practices and institutional development policies.

Recruitment, Selection & Onboarding

• Lead the end-to-end recruitment process, from job advertisement to induction.
• Ensure all hiring complies with institutional policy, fairness, and equal opportunity principles.
• Coordinate with department heads to design job descriptions and evaluation criteria.
• Conduct background verification, reference checks, and credential validation for medical and technical staff.
• Oversee the onboarding and orientation process, introducing new employees to MDMI’s mission, values, and code of conduct.

Contracts, Employment Terms & Labour Law Compliance

• Draft, issue, and manage employment contracts according to institutional and legal frameworks.
• Maintain an updated register of all employment contracts, renewals, and terminations.
• Ensure MDMI’s full compliance with AJK Labour Laws, including EOBI, Social Security, and Working Hours Act.
• Handle all industrial relations matters professionally, ensuring fair representation and adherence to statutory requirements.
• Provide legal and HR support during audits, inspections, or labour disputes.
• Keep trustees and management informed on any changes in employment laws affecting the organization.

Attendance, Leave, and Time Management

• Supervise daily attendance and punctuality across all hospital departments.
• Manage the HRIS attendance system, verifying accuracy and reporting irregularities.
• Process and approve leaves in accordance with the approved Leave Policy.
• Maintain monthly leave summaries, absentee reports, and forward to the Operations Director and Finance Department.
• Implement transparent and fair attendance and punctuality monitoring systems.

Compensation, Payroll & Benefits Administration

• Coordinate with Finance for monthly payroll processing, ensuring accuracy in attendance, overtime, and deductions.
• Manage all allowances, leave encashments, and adjustments as per policy.
• Oversee benefits such as medical reimbursements, staff insurance, and travel claims.
• Conduct periodic salary benchmarking and compensation analysis to maintain market competitiveness.
• Recommend salary revisions or promotions based on performance appraisals and institutional budgets.

Performance Management & Appraisal

• Develop and maintain the Performance Evaluation System (PES) for all employees.
• Support department heads in designing and reviewing Key Performance Indicators (KPIs).
• Conduct annual and mid-year performance appraisals, ensuring documentation and transparency.
• Maintain digital and hard copies of all appraisal reports for audit and reference.
• Link performance data to decisions regarding rewards, increments, and training needs.

Training, Learning & Development

• Establish a continuous Training & Development (T&D) framework across all departments.
• Conduct Training Needs Assessments (TNA) annually in collaboration with department heads.
• Prepare and execute the Annual Training Plan, focusing on clinical, administrative, and behavioural competencies.
• Coordinate with UK and UAE MDMI partners for online training, certifications, and capacity-building programs.
• Organize orientation, refresher, and leadership development sessions.
• Maintain records of all training programs, attendance, evaluations, and feedback for quality assurance.

Employee Relations & Workplace Conduct

• Promote a culture of mutual respect, punctuality, and ethical professionalism.
• Handle employee grievances, complaints, and disciplinary matters promptly and fairly.
• Ensure proper documentation and communication of warnings, suspensions, or terminations.
• Implement workplace policies on conduct, harassment, discrimination, and ethics.
• Conduct regular staff meetings and open-door sessions to hear employee feedback and concerns.

Policy Development & Institutional Governance

• Lead the development, review, and enforcement of HR policies, manuals, and SOPs.
• Ensure that all staff have access to and acknowledge institutional policies such as:
  • Health, Safety & Welfare
  • Equal Opportunity & Non-Discrimination
  • Confidentiality & Data Protection etc.
• Submit updated policy drafts for review to the HR relevant executive Trustee.
• Maintain strict compliance with governance and ethical standards set by MDMI and partner organizations.

Industrial Relations & Legal Compliance

• Represent MDMI in dealings with labour offices, inspection teams, or other representatives (if applicable).
• Ensure compliance with national and provincial labour legislations, including wage laws and health regulations.
• Liaise with legal counsel when required on employment matters or disputes.

External Liaison, MOUs & Institutional Partnerships

• Draft, review, and maintain Memorandums of Understanding (MOUs) with educational, healthcare institutions and other organizations.
• Facilitate student training programs, internships, and rotations in collaboration with external partners.
• Maintain professional relationships with labour departments, educational institutes, NGOs, and training providers.
• Prepare and submit external HR-related reports for partner institutions, donors, or trustees when requested.

HRIS, Data Management & Reporting

• Manage HR data through digital HRIS platforms, ensuring accuracy and confidentiality.
• Generate monthly HR performance reports for submission to:
  • Executive Trustees.
• Maintain comprehensive digital and physical HR files for all employees.
• Prepare quarterly summaries on staffing, attrition, and HR metrics for executive review.

Health, Safety & Welfare

• Ensure the implementation of staff health and safety measures in coordination with the Medical Director.
• Oversee welfare initiatives such as health checks, insurance coverage, or workplace safety sessions.
• Promote employee well-being through activities, recognition programs, and supportive HR policies.

Organizational Development & Culture Building

• Facilitate organizational development initiatives to enhance efficiency, morale, and culture.
• Support management in succession planning and leadership grooming.
• Develop strategies for employee retention, motivation, and recognition.
• Reinforce MDMI’s core values — integrity, compassion, teamwork, and excellence — in all HR processes.

Reporting, Coordination & Evaluation

• Submit monthly HR performance and compliance reports to the Director Operations.
• Prepare quarterly reports for Executive Trustees highlighting key HR indicators, challenges, and action plans.
• Participate in management and strategy meetings to represent HR perspectives.
• Provide input during audits, strategic reviews, or donor evaluations. 
• Maintain digital dashboards and data summaries using HRIS tools, Organizational satisfaction surveys, visitors and patients satisfaction measurement initiatives.
• Coordinate with the Nutrition Department and ensure regular updates to management on staffing, kitchen support, and nutrition-related HR matters. 

Interdepartmental Coordination and Collaboration

·         Maintain continuous communication and coordination with Medical, Operations, Finance, and Administrative Departments to ensure smooth workflow and policy alignment.

·         Work closely with the Medical Director on staffing, attendance, and leave matters related to medical and clinical staff.

·         Collaborate with Operations Department for recruitment, scheduling, and HR compliance of non-medical staff.

·         Liaise with the Finance Department to ensure payroll accuracy and budgetary discipline.

·         Coordinate with Maintenance, Nursing, and Paramedical units to address HR-related operational needs.

·         Serve as a key communication bridge between management, department heads, and staff to resolve issues collaboratively.

      ·         Participate in departmental and cross-functional meetings to           ensure HR perspectives are integrated into institutional decisions.

Qualifications & Experience

• Education: BBA Hons or MBA in HR. While MS or M.Phil. Will be preferred.
• Experience: Minimum 3 years of progressive HR experience, preferably in healthcare, NGO, or social sector organizations.
• Knowledge Areas:
  • Labour Laws & Industrial Relations
  • HR Policy Development
  • Performance & Talent Management
  • Training & Capacity Building
  • Payroll & Benefits Administration
  • Institutional Reporting and MOUs
  • Data-Driven HR Analytics
• Skills: Strategic planning, leadership, negotiation, problem-solving, HRIS proficiency, and cross-cultural communication.

Work Schedule

• Monday to Saturday (Timings may vary according to operational or emergency needs.)

Role Summary

The HR Manager is a custodian of organizational culture and human capital development at MDMI. The role ensures professional HR practices, statutory compliance, and alignment between institutional strategy and human resources. Through leadership, consistency, and compassion, the HR Manager contributes to making MDMI a model healthcare institution — one where people, values, and performance come together to serve the community