Human Resources Officer

Role Description

Main Tasks & responsibilities 

1. Administer the SET recruitment process

• Draft and post job vacancies.
• Screen CVs received.
• Perform 1st telephone screening.
• Send CVs to managing partners for review & selection.
• Contact selected candidates for in-person interviews.
• Participate in interviews & candidates’ selection
• Perform background checks.
• Prepare job offers and contracts, pending approval from Managing Partners.
• Ensure agreement signature.
• Create a profile on Softmind.
• Send a welcome email, introducing the new hire.

In charge of staff recruitment for all: set all Job Descriptions with required qualifications & KPIs, in cooperation with Heads of departments / Managers / Supervisors; write job posts related to vacancies in coordination with Managing Partner(s) & communication officer; screen CVs, Run first round of interviews (telephone screening); conduct subsequent interviews in collaboration with Managing Partner(s); prepare job offers and job contracts; perform exit interviews with employees who leave.

2. Conduct general employee orientation

• Introduce new hires to all team members.
• Introduction to supervisor/manager…for specific orientation.
• Clarify Staff Manual policies & procedures.
• Ensure signature of all employment documents: employment agreement, job description, staff manual, Code of Conduct…

3. Assist in performance appraisal

• Create the PA plan based on the staff joining dates – 1st appraisal within 2-3 months of the joining date.
• Complete the PA forms with related KPIs.
• Send an empty form to the assessors, along with the position’s Job description, 1 day before the due PA.
• Assist in the PA interview – provide HR perspective, based on personnel files (critical incidents, warnings, rewards…)
• Follow up on the manager’s recommendations for subsequent actions.

4. Administer SET personnel data accurately & timely

• Complete timesheets.
• Document sickness, annual leaves, and vacations.
• Ensure proper medical reports are available for sick leaves…

5. Ensure proper HR Policies & Procedures implementation and follow-up

• Clarify and refer staff to the Staff Manual for general policies & procedures.
• Refer to HR policies & procedures for all HR-related matters – warnings, rewards, extra hours pay…
• Ensure they are applied accurately & timely.

6. Organize team events to promote team spirit & wellness

• Coordinate with related staff the activities requirements – food, transportation…
• Documenting events outcomes.

7. Reporting

• Daily report to MPs
• Monthly reporting – HR summary report.

8. OTHER [AS NEEDED AND REQUIRED BY PROJECTS]:

Administer HR functions across all SET Projects, such as:

GIZ [or equivalent project] – in collaboration with MEK Manager

• Conduct outreach – Poster hanging in Beirut; ask partners to post on their premises & their social media.
• Perform Vulnerability assessment & select the most vulnerable.
• Recruit & maintain accurate personnel data for 170 cash for Work (CFWs).
• Follow-up on CFWs issues/requests, in collaboration with the MEK manager.

Train team members on Operations’ across all SET outlets, in collaboration with the outlets and Operations Managers

• Identify training and development needs (performance assessment, managers’ and operations manager's feedback…)
• Draft a training plan, with topics & content for all outlets in collaboration with the outlets and Operations Managers
• Deliver operations training for all outlets in collaboration with the outlets and Operations Managers
• Update training material/content as per needs, in collaboration with the outlets and Operations Managers
• Conduct post-training assessments to measure results

• Adapt training topics and content, in collaboration with the outlets and Operations Managers

9. HR Policies and Procedures

• Continually update HR Policies and procedures, the staff manual, and follow-up on implementation.
• Manage the Performance Appraisal Process with the support of the HR coordinator; this includes assisting in PA meetings, providing opinions, etc.
• Develop/update and implement an employee performance appraisal system (develop forms, follow up on staff appraisals, gather data, analyze data, submit results, conduct appraisal meetings, etc.)

10. Employee relations

• Supports department/outlet managers in solving employees’ issues
• Organize team events to promote team spirit & wellness
• Propose activities to MPS, with related details, cost…
• Upon approval, coordinate with related staff the activities requirements – food, transportation…
• Manage activity and document outcomes

11. Personnel Administration

• Follow-up with the HR Coordinator on personnel administration issues: accurate personnel files, timely staff attendance, payroll & social security requirements, tracking annual, and sick leaves, and vacations …)

12. Complete and timely governmental administrative requirements

• Ministry of Health - bitaqat sohiyet for new staff, renewals…
• Process Medical Tests/work accidents insurance matters, as needed

13. Training and development

Train people on using HR-related forms [advance on salary, vacation request, sick leave…]