Human Resources Assistant

INTERSOS is a non-profit Humanitarian Aid Organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).
INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Job title       : Human Resources Assistant

Reports to        : Head of Base (Administratively) & Human Resources Coordinator (Functionally)

Duty station     : Zahle, Bekaa with regular field visits

Position type    : Full Time

Job Purpose:

The HR Assistant works under the supervision of the Head of Base and Technical supervision of the HR Coordinator and in close collaboration with the HR team, Admin and Finance team and Coordination team. He/She is responsible for supporting INTERSOS employees and managers on HR administrative matters, and for the implementation of Human Resources policies and procedures.

Main Duties

• Support and provide assistance for employees on HR policies and procedures.
• Conduct field visits such as centers to guide and support staff on HR related matters.
• Coach and support employees on conflict resolution, handling employee issues, motivating subordinates and building teams.
• Follow up on the implementation of the staff performance appraisal system.
• Support management in detecting training needs through consolidating staff performance results, and follow up on action plans shared by management to improve staff capabilities.
• Assist in the recruitment process; announcement of vacancies, conduct pre-screening, contact candidates for interviews and assessments, conduct reference checks, sending regret emails and follow up on the recruitment process with line managers.
• Conduct interviews for non-managerial positions and select applicants who meet the specified criteria for the position as per the recruitment process and in close coordination with the line managers.
• Conduct the HR induction for national staff, in consultation and collaboration with Project Managers.
• Follow up with the new joiners on list of documents & set up employee files.
• Maintain proper filing system for all HR files such as employee files, recruitment documents, performance appraisals, pay slips etc.
• Ensure a proper recording of HR data and personnel info on automated systems.
• Under the supervision of the HR department contribute to the preparation of employment contracts of the staff in close coordination with line manager.
• Prepare employees’ work certificates upon request.
• Follow up on administrative procedures for staff NSSF documents in close coordination with INTERSOS lawyer and Admin team.
• Follow up on the exit administrative procedures, such as exit interviews, documents to be signed and HR belongings to be handed.
• Handle the attendance of the staff through following up on the attendance sheets and updating the leave balance.
• Support in the administrative basic procedures while generating the payroll ensuring that all data related to monthly salary calculation of national employees of the project are correctly collected (days off, unpaid leaves, sick leaves, overtime, etc.)
• Support in the process of updating the organogram and HR reports as requested.
• Update the contact list of mission staff.
• Fulfilling other duties of similar level as needed.

Specific Duties

• Handling the overall payroll procedures and steps related to the base.
• Respond to employee inquiries regarding payroll issues or concerns.
• Supervising and guiding HR subordinates in the base.
• Conduct interviews for managerial positions where applicable.

Competencies (knowledge, skills and abilities)

Professional competencies:

• Minimum 3 years of relevant work experience in related field
• Strong understanding of HR services and Labor Law.
• Good understanding of the humanitarian context
• Proficiency in MS office

Behavioral competencies:

• High level of integrity and transparency
• Excellent communication skills
• Planning and organizing; Ability to establish priorities and to plan, coordinate and monitor own work plan and those under his/her supervision.
• High level of flexibility and adaptability
• Capacity to work under pressure, while ensuring accuracy, confidentiality and attention to detail.
• Teamwork
• Initiative
• Strong analytical thinking, problem solving, and decision making.
• Leadership: developing and motivating staffs
• Driving and achieving results
• Humanitarian motivation and commitment to INTERSOS values
• Respect of Intersos policies and procedures