Human Resources Officer

OBJECTIVE OF THE POSITION:

Reporting to Lebanon HR Manager, the “Human Resources officer” Carry out efficient and adequate administration of the national and expatriate human resources implemented in the country, follow up and monitor the right implementation of HI policies and procedures within legal framework.

Line managed by: HR Manager

Interacts with:

• Affiliated country: HR Officer (Mine action), Log team, finance & accounting team, projects teams.
• Regional program: HR Partner/Personnel Development, HR Partner/Personnel Administration

Responsibility 1: Carry out the administrative management of the national personnel

Aim: Ensure that national staff files are complete and staff information is followed-up

Benchmark: Quality of payroll preparations, conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts

Activities:

• Update and follow up the national staff contracts and database
• Prepare national staff payroll in coordination with the HR Manager
• Update and follow up the national staff leave
• Prepare social security declarations for social security department and income tax declarations for ministry of finance
• Follow up on health insurance registration (employee in and out)
• Follow up and solve any case with the health insurance company
• Ensure appropriate filing of national staff document
• Draw up employment contract and amendment of contract
• Ensure the filing of all contracts and Job descriptions
• Follow up POL for national staff / freelance worker
• Constitute and keep updated staff files for national personnel and freelancers
• Maintain updated the staff register or any other legally required records
• Ensure health care coverage and monitor the provided service
• Provide administration of individual records for national personnel.
• Follow up on national staff appraisal with managers
• File appraisals in individual files
• Maintain a staff register or any other legally required records
• Assist in the preparation of the monthly and annual HR report, in addition to any other required report.

Responsibility 2: Carry out the administrative management of international staff

Aim: Ensure that international staff files are complete and staff information is followed-up

Benchmark: Conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts

Activities:

• Ensure the respect of the administrative management rules by the expatriate staff
• File employees’ personal documents, keep the staff register and reporting tables up-to-date and share it with the HRM according to set deadlines (leaves, indemnity, housing, visa, etc.);
• Ensure a clear filing system for all HR relevant document (mission order, insurance, contract, etc.). Alert in case of document missing or out of date;
• Follow up and prepare variable pay data (rent contribution, advance on salary, per diem, transportation, child allowance,…) and information relating to the records of expatriate
• Follow up on flight ticket reservation and extension
• Manage the payments of expats school fees and update the follow up table Provide employees with updated balances of annual and R&R leaves
• Check all staff timesheets on monthly bases
• Assist in preparing official letters (employee certificate, experience letters etc.) and any other documents requested from supervisor.
• Manage the expats contracts Follow up sheet
• Receive acknowledgment of debt of expatriate and send to the regional office
• Organize and archive each expatriates staff file
• In charge of the visa process and work permit process for expatriate staff and visitors.
• Welcome the expatriates upon their arrival and brief them about all HR and administrative processes and rules adapted at the mission
• Prepare modification of end of mission
• Prepare departure document (quietus…)
• Assist in the preparation of any required report

Responsibility 3: Assist the HR Manager in the management of recruitment, training and appraisals processes

Aim: Ensure adherence to HR processes within the established timeframes

Benchmarks: Quality of the organisation of recruitment process, quality of support in the management of processes, reactivity and conformity with deadlines

Activities:

Recruitment

• Follow-up and update the recruitment file, procedures and tools been used for recruiting. 
• Prepare the vacancy announcement and publication
• Perform the first screening of the CVs
• Contact candidates for tests and interviews
• Organise the required arrangement for the test, prepare the schedule and share it with the recruitment panel
• Conduct recruitment Interview
• Communicate with unsuccessful candidates and inform the successful candidate and send the offer
• Take references and communicate with them
• Update the recruitment table for national staff
• Prepare induction plan in collaboration with the line manager
• Liaise with the Line Manager and the several departments to ensure the proper integration of the new employee;
• Ensure that any new employees are aware of their rights and duties towards HI: induction, procedures, etc.
• Implement all steps concerning HR management and follow up: amendments of contracts, promotions, JD update etc.;
• Archive recruitment files;
• Compile and share the recruitment monitoring table with the HR Manager according to deadlines;

Appraisal

• Under the supervision of the HR Manager, support in the implementation of the annual appraisal process, compile the results and share them with HRM;
• Follow up on national staff appraisal with managers;
• Assist with the organisation of appraisals campaigns;
• Propose improvements and recommendation to the evaluation process and tools;
• Ensure the end of probation appraisal is completed;
• File and archive all appraisal documents and results;

Training

• Compile and draft the mission’s annual training plan following the appraisal results
• Share the agreed training plan with the areas and assist the support services team with its implementation;
• Implement the validated training plan;
• Identify training providers in collaboration with the logistics department;
• Draft specifications and terms of reference for any training courses planned in collaboration with line managers;
• Evaluate training actions;
• Share the training plan with the HRM according to deadlines.

Responsibility 4: Ensure the communication and liaison on all HR matters internally and with external partners

Objective: ensure that all staff are aware of the processes and obligations, ensure the corresponding monitoring files and documents are up-to-date 

Benchmark: HI legal status in norms with the country context; no delays nor penalties;

NSSF & MOF

• Be the main interlocutor at the NSSF and MOF;
• Ensure employees and their relatives are properly registered by submitting appropriate forms;
• Ensure the employees’ files are up-to-date and renewed on yearly basis (by October);
• Follow up with the bases on new and terminated employees declarations;
• Keep the original registration documents properly archived at coordination and send digital copies to respected sites;
• Follow up on end of service indemnities settlements;
• Follow up on monthly, quarterly and annual declarations submission and payments;
• Assist and train on forms filling and processes;

Private insurance company

• Compile, update and share the employees’ and their relative’s information with the insurance company in collaboration with the HRM
• Collect, send and monitor medical claims submission, confirmation and reimbursement;
• Ensure all staff dispose of a work accident cover active from their 1st employment date;
• Ensure the management team as well all employees are aware and trained on the medical scheme;
• Update files and share the necessary templates with the administrative team at sites;
• Ensure the files are up-to-date and the templates are available on sites;

Coordination and reporting

• Keep the programme organizational chart, general and security contact lists up to date; Communicate it on monthly basis with the coordination, sites and regional offices;
• Facilitate communication with and diffuse updates to employees on all HR matters;
• Write and update documents covering all the HR and administrative procedures such as memos and/or internal notes as per the HRM guidance;
• Compile reports prepared at sites, share it with the HRM and give feedbacks;

Assist the HR manager in any other tasks that may not be described in the Job description and yet may participate to the achievement of the settled objectives within the individual action plan.

Confidentiality is required in all these responsibilities.

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

EDUCATION AND EXPERIENCE:

• Degree in Human resources management or any related field
• Minimum of 3 years of experience in Human resources.
• Previous work experience with I/NGO.
• Payroll management
• Personnel administration
• Familiarity with expatriate employment terms and conditions of engagement
• Management of a recruitment process
• Implementation of training plan
• Legal knowledge of employment legislation and social law

PROFESSIONAL STANDARDS:

• Fluent in English and Arabic (French a plus)
• Excellent communication, diplomacy and negotiation skills
• Good organizational skills 
• Good oral, written communication and presentation skills
• Autonomous in using the basic functionalities of Microsoft Office; Word, PowerPoint, Outlook
• Excellent typing skills especially in Arabic

HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities and woman