HR Officer - Bekaa

1. Administrative deliverables

• Ensure an accurate and a timely update of HR database and HR records related to the staff allocated at the field office; Ensure accurate and timely scanning of personnel-related documents in alignment with RI’s Filing Guidelines; Ensure accurate and timely follow up on all HR documents and forms which require signatures at the field office, i.e: Contracts, PAFs, Timesheets, in addition to any other process/task which requires a close follow up and coordination with the staff at the field office;
• Ensure that HR systems are updated in alignment with any changes in personnel in a timely manner; Ensure that the data and information of all new joiners are updated in the needed files and HR Systems (i.e: LMS, RI Excel…etc).
• Assist in distributing and collecting official documents between staff & the HR Department and vice versa, e.g: medical insurance forms, official letters and other related documents whenever needed.
• Ensure that all the Leavers sign the exit HR documents and removed from LMS, HR WhatsApp group, HR Database, NSSF, Workmen’s and Private Health Insurance, RI emails list, and RI Directory.
• Prepare documents frequently requested by employees (salary advance form, employment certificate, volunteering letter…)

2. Recruitment

• Provide active support in the Recruitment process/steps which include but are not limited to: Vacancy Posting, CV shortlisting (for specific positions), Scheduling Interviews, Conducting Interviews (for specific positions), Reference Checks, Terrorist Checks, Offer Preparation, Gathering Pre-Employment Documents, and Orientation (for specific positions);
• Closely follow up on scheduling the On-Boarding Program meetings for national staff in in order to ensure the accuracy of the program’s execution; reminders regarding the due dates of the meetings should be sent on time to the employee and the supervisor and follow up regarding the meetings scheduled should be done.
• Assist in filling in the needed forms for the new hires as requested while paying close attention to quality of work;
• Prepare and print out all needed documents for the new joiners in alignment with the HR policies and procedures and in close coordination with the relevant HR Member;
• Support in entering new hires information and updating current staff information in the HR database and scan all needed documents accordingly;
• Act in a highly professional and objective manner under all kinds of circumstances with internal staff and external parties while keeping the HR team regularly well informed and updated;
• Responsible for providing the new joiners with an Orientation on their first (1st) day of employment in order to provide them with adequate information regarding: RI’s Mission & Vision, LMS, On boarding program, Organizational Structure, Programs, HR Guidelines, and Policies and Procedures.
• Responsible for providing the new joiners with an Orientation regarding the performance evaluation system (RI Excel) after two months from their joining date.

3. Learning Management System:

• On the first day of employment, the job holder is responsible for filling in the LMS Smartsheet for National Staff in order to create an account for the new joiners on the LMS.
• An email should be sent to the new joiners after enrolling them along with the User Guide attached. The email should be sent after presenting LMS orientation on first day of employment.
• Keep information on LMS continuously updated whenever someone Resigns or is terminated.
• The job holder should closely follow up on the completion of the Policy trainings and employee orientation in order to make sure that they are completed within two weeks of employment.

In reference to the monthly Focus Lesson, the job holder should follow up on the completion of courses by employees as requested by CD, HR Manager and the Training and Development Director;

4. Manual and Automated Payroll:

• Ensure that all the leaves (annual, sick, ATO, etc…) taken by the employees are entered on the attendance sheet throughout the month.
• The job holder should ensure that the information presented on the time sheet is accurate regarding working days, leaves, and employees’ information.
• Prepare the payment calculations sheets for the Volunteers, Outreach Workers and any in direct staff on a monthly basis.
• Responsible for providing training on how to accurately fill in and submit the monthly timesheet.
• Responsible for sending out the monthly payslip and ensuring that all signed payslips are saved in the payroll folder respective to every employee folder.
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5. Employee Relations

• Highlight to the HR Coordinator any behavior, complaint or incident which is considered not in accordance with RI’s Code of Conduct, Policies and Procedures in order to take the right corrective actions or disciplinary measures accordingly;
• Act as a point of reference for employees regarding any queries or clarifications on HR services, SOPs and procedures in order to ensure the presence of consistency and common understanding;

6. Miscellaneous Tasks:

• Follow up with the auditors to send the NSSF report on a monthly basis and ensure that all the new joiners are listed and the leavers are not included in this report.
• In coordination with the Finance team, support internal and external audits by ensure necessary documents are scanned where required and submitted as needed.

Based on the HR departmental needs and requirements, the job holder might also be requested to provide additional deliverable which might not be included in this document