Human Resources Assistant - Beirut

ROLE PURPOSE:

The Human Resources Assistant is responsible of administering the HR systems, staff insurances in addition to the day-to-day operations of the human resources functions and duties.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

CHILD SAFEGUARDING:

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working  in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check  will be required (at ‘standard’ level in the UK or equivalent in other countries). 

SCOPE OF ROLE:

Reports to: HR Officer – Compensation and Benefits

KEY AREAS OF ACCOUNTABILITY :

Manage Employee Data:

- Update staff data on HR Oracle on a monthly basis.

- Ensure staff and HR files are updated and filed in soft and hard copies.

- Ensure new joiners have active accounts on Oracle on the first working day.

- Prepare contracts and letters of all types.

- Effort Reporting and Timesheets:

- Collect physical timesheets on a monthly basis.

- Follow up with staff on submission of electronic timesheet at the end of each month.

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

- Monitor staff leaves on a monthly basis between Effort Reporting, Oracle, and Physical timesheet (especially Time off in Lieu, Sick and Special leaves).

- Conduct the Annual Leave Reconciliation exercise on a monthly basis,

Insurance:

- Ensure that all staff and volunteers are covered by relevant insurances

- Ensure new starters receive their insurance cards on time.

- Follow up on insurance issues and concerns.

- Check bordereaux on a monthly basis and ensure changes are reflected.

- Follow up on staff claims and reimbursements

Paralegal:

- Share data and documents of new joiners and leavers with tax adviser.

- Prepare invoice authorization for National Social Security Fund, End of service OS, Family Allowances.

- Follow up on work permit documents and ensure submission to lawyer.

- Collecting schooling allowance documents.

HR support:

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

- Assist with the preparation of the monthly HR payroll.

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

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

- Follow up on employee relations issues.

- Ensure all HR policies and procedures are respected and explained to all staff.

- Follow up on new staff completing all mandatory trainings including the Child safeguarding policy, Fraud Awareness, the code of conduct, anti-harassment policy, Oracle-HR, Effort reporting.

- Update organizational chart on quarterly basis.

- Assist in the audit and national social security requests.

- Support during emergencies by responding faster to HR needs and to deploy with the required set of skills as fast as possible.

BEHAVIOURS (Values in Practice)

Accountability:

- holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

- holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

- sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

- widely shares their personal vision for Save the Children, engages and motivates others

- future orientated, thinks strategically and on a global scale.

Collaboration:

- builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

- values diversity, sees it as a source of competitive strength

- approachable, good listener, easy to talk to.

Creativity:

- develops and encourages new and innovative solutions

- willing to take disciplined risks.

Integrity:

- honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS 

- Degree in Business Administration or Human Resources Management

-  Good written and spoken communication in English and Arabic

EXPERIENCE AND SKILLS

- 1 to 2 years of relevant working experience in Human Resources

- Basic Knowledge with labor law and National Social Security

- Hands on experience in Human Resources Information Systems and filling

- Ability in using Microsoft Office, mainly excel, word, PowerPoint and Visio

- Good understanding of Human Resources administration related issues

- Excellent interpersonal, communication and time management skills

- Ability to maintain confidentiality

- Attention to details

- Commitment to Save the Children values

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.