Human Resources Assistant

DISCLAIMERIt is mandatory to mention "HR Assistant in the subject of your application email.Applicants who do not use the proposed title above for will be disregarded. DISCLAIMERIt is mandatory to mention "HR Assistant" in the subject of your application email.Applicants who do not use the proposed title above for will be disregarded.   PROGRAM/DEPARTMENT SUMMARY: The Human Resources Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the HR services, namely; HR Administration, Policy Implementation, Recruitment, Selection and Placement, Organizational Development, Capacity Building and Career Development for Mercy Corps in Lebanon.   GENERAL POSITION SUMMARY: The Human Resources Assistant provides a variety of administrative support in HR area, contributing to the development and implementation of efficient and effective HR practices, systems, and policies and all personnel related duties, in compliance with Mercy Corps’ values and international standards, including, but not limited to, Performance Management, Professional Development, Code of Conduct, and Equality, Diversity and Inclusion standards.   ESSENTIAL JOB FUNCTIONS:  Provide clerical and administrative support to the Human Resources team Compile and update employee records (hard and soft copies) as per Mercy Corps international standards Process documentation relating to personnel activities: recruitment, training, grievances, performance evaluations etc. Coordinate HR meetings, training, surveys etc. and take minutes Assist the HR Officer-Administration & Personnel when processing the timesheets at the end of each month. Support the HR Officer for Recruitment by downloading resumes, coordinating communication with candidates, scheduling interviews and conducting reference checks Maintaining and updating both the employees, performance and probation, as well as the training databases on a daily basis Assist with day to day operations of the HR functions and duties, including, but not limited to: Authenticating all employee and consultancy contracts with stamps for the Ministry of Finance and maintaining the HR stamps Sheet to be reviewed by the HR Officer-Personnel & Administration Recruiting for junior positions: posting vacancies, shortlisting resumes and conducting interviews, reference checks and offer discussions Visiting the field offices for interviews Visiting the area offices on a regular basis to ensure HR presence in the field Ensure the timely and accurate implementation or the Orientation process for new joiners, by updating and tracking the Orientation list and collecting the attendance In coordination with the managers, sending end of contract notices to employees, after : Checking seniority of staff with Mercy Corps to accordingly define the length of end of contract notice Coordinating with the managers on communication Collecting signatures on internal HR documents; namely; MC HR Forms, contracts, PRFs, PAFs Photocopying documents Taking meeting minutes when required Sending out monthly reminders to staff regarding : Leave Accruals, Performance Evaluation and Probationary Review Processing the Expat timesheets on monthly basis in coordination with the expats, the finance department & the HQ. Conducting oneself professionally by keeping human resource information confidential, following Mercy Corps’ standards Working as part of a team and contribute to effort by accomplishing the set goals Other duties as assigned   SUPERVISORY RESPONSIBILITY: None   ACCOUNTABILITY REPORTS DIRECTLY TO: Deputy HR Manager WORKS DIRECTLY WITH: Operations, Program and Finance Teams     KNOWLEDGE AND EXPERIENCE: Bachelor’s degree or Certification or equivalent in Human Resources, or a related field Proven experience (job or internship) as an HR assistant or in a relevant human resources/administrative position preferred Excellent organizational skills and detail oriented PC literacy (MS Office, in particular) Basic knowledge of Lebanese labor law Strong communications skills