Human Resources Assistant - Beirut

ROLE PURPOSE: The Human Resources Assistant is responsible of administering the effort reporting system and Oracle HR System, staff insurances, in addition the day-to-day operations of the human resources functions and duties 

Child Safeguarding: Level 2 - the responsibilities of the post may require the post holder to have occasional contact with or access to children or young people

SCOPE OF ROLE: 

Reports to: HR Officer

KEY AREAS OF ACCOUNTABILITY

Oracle HR and other HR files:

- Compile and update employee records (hard and soft copies);

- Maintain employee information by entering and updating employment and status-change data on the Oracle HR

- Update and maintain the HR files as required in soft on the servers;

- Prepare all types of letters and contracts;

Non Regular staff:

- Handle non regular staff requests;

- Ensure non regular staff submission of all needed legal documents;

- Preparation of contracts for non regular staff;

- Advise on the payment of non regular staff; 

- File non regular staff documents and develop Beirut non regular staff tracker

Effort reporting and Timesheets:

- Collect timesheets on monthly basis and compile data into the transportation sheet:

- Follow up with staff on submission of electronic timesheet;

- Generate end of month timesheet reports and share with finance;

Staff Insurances:

- Ensure that all staff are covered by relevant insurances;

- Ensure new starters receive their insurance cards on time;

- Share and follow up with insurance company on deletions and additions of leavers and staff

NSSF/MoF:

- Ensure NSSF documents are properly filled by the employees;

- Prepare R3 forms and liaise with paralegal officer;

- Share data and documents of new joiners and leavers with paralegal officer;

HR support:

- Assist with day to day operations of the HR functions and duties;

- Assist with the preparation of monthly HR payroll;

- Make use of all available policies, practices, checklists and guidelines;

- Ensure legal compliance and SCI minimum standards in all HR processes;

- Coordinate HR projects (meetings, training, surveys etc.) and take minutes.

- Organize monthly staff birthday celebration in coordination with the admin department 

COMPETENCIES

Problem solving and decision making

- Takes effective, considered and timely decisions by gathering and evaluating information from within or outside the organisation.

Applying technical and professional expertise

- Applies the required technical and professional expertise to the highest standards;

- Promotes and shares best practice within and outside the organization.

Working effectively with others

- Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives;

- Knows when to lead and when to follow and how to ensure effective cross-boundary working.

Communicating with impact

- Communicates clearly and confidentially with others to engage and influence, promotes dialogue;

- Ensures timely and appropriate messages, building confidence and trust.

QUALIFICATIONS AND EXPERIENCE

- Human Resources Management degree or Diploma / Certificate in HR or Personnel Management is preferred;

- At least 1 year relevant working experience;

- Good understanding on HR administration related issues, basic on general HR management, knowledge on office management and filing;

- Excellent interpersonal communication skills, very accurate in drafting letters and emails, good in database information management, maintaining confidentiality, documentation & filing skills;

- Good communication (English & Arabic);

- Excellent time management skills;

- Commitment to Save the Children values