Human Resources Assistant

1-      GENERAL OBJECTIVE The Human Resources Assistant assists the Deputy HR Coordinator in all the activities related to human resources management at the coordination office.   2- RESPONSABILITIES AND TASKS 1. Administrative management & follow-up   Organize the necessary personnel and contractual documents for all coordination staff; Ensure that all HR files are complete and updated; Manage the physical and electronic archival of HR files as per the archiving and filing process; Prepare administrative equipment of coordination staff (access cards, business cards, insurance cards,etc.) Record minutes of meetings when asked by the line manager; Receive and compile insurance claims from coordination national staff and other bases, and handle the mission insurance follow up tracking tool; Forward and follow up requests and complaints to insurance company on a regular basis; Prepare, compile and share mission documents on a weekly basis (job announcements, recruitment follow up, etc.); Prepare NSSF HR files for coordination staff, receive and review NSSF files from bases and transfer them to concerned party; Prepare and compile all supporting documents related to visas; Update the visa tracking tool and inform the Deputy HR Coordinator on the visas’ upcoming expiry dates;  Manage plane ticket and hotel reservations when requested; Update the mission contact list on a monthly basis by compiling and verifying data received from bases; Prepare the HR files for audit and verification visits; Assist the Deputy HR Coordinator in the preparation of meetings when needed.     2. HR management for local staff and expatriates   Maintain confidentiality of HR information; Assist the Deputy HR Coordinator in the implementation and respect of HR policy and procedures; Assist in the implementation of disciplinary measures (preparation of explanation letters, minutes of meetings, warnings, etc.) Provide HR briefings to coordination staff when needed; Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions; Review the local staff contracts and amendments sent from the bases and follow up on their validation; Keep track of the coordination staff leaves and update concerned tools accordingly; Follow up on the evaluation/appraisals deadlines for national staff and inform their managers accordingly; Regulary update the coordination HR database, Access and NSSF & income tax monthly report; Ensure the respect of terminatioon procedures and prepare all necessary documents; Update the coordination and key staff organizational charts; Follow up on expatriates’ contracts/amendments dates, validation of their leave requests’ and update concerned tools accordingly. 3. Recruitment   Ensure that the recruitment policy is being implemented and respected; Maintain and ensure the completion of all recruitment documents in HR files;  File and archive the resumes received on the email address and transfer them to recruiters;  Be the focal point for the communication with candidates throughout the whole process; Schedule technical tests and interviews; Assist the Deputy HR Coordinator in the recruitments at coordination and attend interviews when needed; Prepare the integration of any new employee, and make sure the managers are implementing the induction plan;   4. Capacity building   Assist in identifying training institutions as per the determined needs; Archive training certificates in HR files as per the archiving process; Forward to line manager the identified skills to be improved that were reported in performance appraisals; Update the concerned tools according to trainings received.   5. Payment   Prepare advances on salaries and pay roll at the end of each month; Prepare expatriates’ per diem at the beginning of each month and security envelopes when needed; Support in the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance; Manage the implementation of the new salary database on the bases.   Mandatory requirements Language skills: Fluent in Arabic and English. Education degree: University degree in Human Recourses or a related field. Work experience: Minimum 1 year experience in a similar position (NGOs/private companies). Knowledge and skills Good analytical and writing skills; Knowledgable about the Lebanese Labor Law and the provisions of the National Social Security law;  Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel. Others:   Assets  Interests: Committed to engage in the humanitarian field;   Transversal skills: Well organized; Detailed-oriented; Autonomous; Able to take initiative to deal with difficulties encountered in daily work; Ability to adapt or change priorities according to the changing situation within a mission or the organization itself; Ability to work under pressure.