As an **HR Assistant at the District Secretariat, Batticaloa**, I support the HR Division in ensuring smooth personnel administration, accurate record keeping, and effective coordination of staff-related activities across the district-level governmental offices. My role contributes directly to maintaining compliance with government regulations, improving employee service delivery, and supporting efficient day-to-day HR operations.


# **Key Responsibilities**
**1. Personnel File Management**

* Maintain and update personal files of all officers and staff attached to the District Secretariat.
* Ensure accuracy, confidentiality, and secure storage of employee records.
* Assist in preparing documents required for promotions, transfers, confirmations, increments, and retirement.

### **2. Recruitment & Appointment Support**

* Assist in coordinating recruitment processes as instructed by the administration.
* Prepare appointment letters, duty assignment documents, and required HR forms.
* Handle communications related to staff deployment and vacancy status.

### **3. Attendance & Leave Administration**

* Monitor and maintain staff attendance registers.
* Process annual, casual, medical, maternity, and special leave requests.
* Compile monthly attendance reports for payroll processing.

### **4. HR Correspondence & Communication**

* Draft internal memos, letters, circulars, and acknowledgments for HR matters.
* Communicate instructions received from the Ministry and Provincial authorities to relevant divisions.
* Support HR-related inquiries from staff and officers.

### **5. Payroll and Allowance Support**

* Assist in compiling data for monthly payroll for various grades of employees.
* Check the accuracy of overtime, travel allowances, and other government-approved benefits.

### **6. Training & Development Coordination**

* Help organize training sessions, workshops, and government capacity-building programs.
* Maintain attendance records, nominations, and follow-up documentation for training participants.

### **7. Performance & Discipline Monitoring**

* Assist in collecting information for annual performance evaluations.
* Support HR officers in documentation related to disciplinary cases or inquiries.
* Maintain confidentiality when handling sensitive matters.

### **8. General Administrative Support**

* Coordinate with divisional secretariats for staff information and updates.
* Manage HR office filing systems (manual & digital).
* Assist senior officers with documentation, data entry, and report preparation.

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# **Skills & Competencies**

* Strong understanding of **government HR procedures** and administrative guidelines
* Excellent document handling and filing skills
* Good communication skills in **Tamil, Sinhala, and English**
* Proficiency in MS Office (Word, Excel, PowerPoint)
* Ability to maintain confidentiality
* Strong organizational and record-keeping abilities
* Accuracy and attention to detail

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# **Professional Strengths**

* Responsible and reliable in handling government documents
* Ability to work under pressure during busy periods (transfers, promotions, elections, etc.)
* Cooperative and friendly with staff and officers
* Fast learner and disciplined in completing administrative tasks

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# **Summary Statement (Ideal for CV/LinkedIn)**

“A dedicated Human Resources Assistant with experience in managing personnel records, coordinating HR operations, and supporting government administrative functions at the District Secretariat, Batticaloa. Skilled in documentation, communication, and HR service delivery with a strong commitment to accuracy and confidentiality.”