Human Resources And Administration Officer

KEY RESPONSIBILITIES: Policy and Employment Law: 1. Monitor and advise management on changes in Oxfam HR procedures, systems, processes. 2. Monitor and advise management on changes in employment law. 3. Monitor and support the implementation of HR policies and procedures within the programme and report any anomalies or non adherence to the Country Director, HPM and the MEEECIS HR Team. 4. Participate in forums relating to Human Resources and feedback to management, which may include working groups across the MEEECIS region. 5. Advise managers in the Programme on interpretation of the Oxfam Staff handbook and Oxfam HR policies and practices and lead in any necessary review process. 6. Continuously review and make recommendations for improving the HR function and systems that supports the Lebanon Programme. Recruitment and Induction 1. Be responsible for the whole recruitment process including placing adverts, dealing with responses and correspondence, facilitating the work of the panel in the short listing and interviewing process; administering the tests; where necessary taking part in the interviews; maintaining the recruitment database for Lebanon. 2. Be responsible for taking up references and obtaining results of pre-employment medicals. 3. Be responsible for taking up references and obtaining results of pre-employment medicals 4. To arrange and monitor induction for all staff of the programme ensuring that meetings are arranged and that feedback is obtained. 5. To ensure that the induction pack is maintained and kept up to date. 6. Organise and monitor all global and national plus staff in-country inductions within Lebanon by liaising with MEEECIS RMC and Oxford HD. 7. Ensure that all new staff are given a proper induction and that the induction pack is available, maintained and updated. 8. To ensure that all vacancy bulletins are circulated and that standard Oxfam forms etc. are made available to staff. 9. Ensure that terms and conditions for all staff fall within established Oxfam GB policy. 10. Ensure that all new staff are issued with ID cards. Recruitment/Induction: 1. Be responsible for the whole recruitment process including placing adverts, dealing with responses and correspondence, facilitating the work of the panel in the short listing and interviewing process; administering the tests; where necessary taking part in the interviews; maintaining the recruitment database for Jordan. 2. Be responsible for taking up references and obtaining results of pre-employment medicals. 3. Be responsible for taking up references and obtaining results of pre-employment medicals. 4. To arrange and monitor induction for all staff of the programme ensuring that meetings are arranged and that feedback is obtained. 5. To ensure that the induction pack is maintained and kept up to date. 6. Organise and monitor all global and national plus staff in-country inductions within Jordan by liaising with MEEECIS RMC and Oxford HD. 7. Ensure that all new staff are given a proper induction and that the induction pack is available, maintained and updated. 8. To ensure that all vacancy bulletins are circulated and that standard Oxfam forms etc. are made available to staff. 9. Ensure that terms and conditions for all staff fall within established Oxfam GB policy. 10. Ensure that all new staff are issued with ID cards. Staff records: 1. To be responsible for issuing contracts, renewing contracts and keeping management informed of contracts end dates. 2. To monitor dates relating to Probationary Periods, Performance Review, and End of Contracts; and balances of Annual leave and sickness absence. 3. Working with HR Assistant, ensures HR tracking tools and the personal files for national, national plus and global staff are correct and up-to-date; 4. Working with HR Assistant, ensures records for all Oxfam GB Jordan programme including staff leave, Performance Management, medical and other benefits are up-to-date. 5. Ensure that when a member of staff leaves Oxfam that Exit Interviews are conducted, equipment or documents are retrieved, final payments have been arranged with Finance and that the personal file is closed. 6. Process insurance claims on behalf of staff and ensure that all relevant policies are up to date. 7. Ensure that absence (including annual leave and sick leave) is proactively managed. 8. Be responsible of monthly pay for national staff, updates of international staff salary to RHR Team, ensure the EOC is in line with Oxfam’s HR and Finance procedure. 9. Process all staff final entitlements by working with Finance in calculating their EoC, etc. Welfare/staff health: 1. Make arrangements for admission to hospital and for necessary paperwork to be processed. 2. Monitor staff welfare and health using the medical cards that should be maintained and updated in the personal files. 3. Liaise with medical providers ensuring a high quality of service is offered. 4. Ensure employee medical records are up to date and that arrangements are made for any medical treatment that is required. 5. Ensure that proper medical and NSSF arrangements are made and maintained for all staff. 5. Maintain key documentation & procedures to ensure the general welfare of all staff including disseminating updated Oxfam GB Lebanon Security Guidelines, circulating information relating to Terms & Conditions. 6. Facilitate the medical evacuation in collaboration with ISOS, Van Breda and Staff Health Service 7. Liaise with the Communications Officer on risk assessment and Health and Safety issues in relation to using computers. Staff Development: 1. Ensure that Oxfam GB’s performance management system and all relevant processes are implemented in accordance with the Organisation’s performance management cycle. 2. Coach and support managers to optimise the performance of their staff, ensuring that assessment of performance is objective and that poor performance is addressed appropriately 3. Produce an annual Programme Training Needs Analysis based on Performance Review reports received. 4. Build up a database of global training providers; provide information to the field and arrange attendance at training courses. To monitor the training budget and if agreed to administer Lebanon Staff Development Fund. Administration 1. Ensure all office and staff accommodation is maintained to Oxfam Standards 2. Ensure that immigration processes are implemented as per Oxfam policy, and all staff requiring visa, work permits and residency permits are legally in-country as per the Country’s laws. 3. Ensure the implementation of tracking systems to monitor the utilisation of stationary and other consumables within the Oxfam Office and apartments. 4. Liaise with accommodation and travel agents, and ensure staff and visitors travel is managed as smoothly and efficiently as possible. Others: 1. Assist in the gathering of information for the annual salary review, which will include information from other NGOs and Cost of Living, surveys. 2. Undertaking any other task at the direction of the HPM