Human Resources Manager

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non-religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Health, Water, Sanitation, Hygiene, Shelter Rehabilitation and in Livelihood Recovery sectors.

Job Description:

I. GENERAL OBJECTIVE

Under the direct management of the Field Coordinator, the Human Resources Manager ensures the efficient management of all operational aspects of human resources in PUI’s North office, which covers North, Akkar and Baalbek-Hermel governorates.

S/he supports the Human Resources Coordinator and Field Coordinator in the implementation of the policies and good HR practices, and follows up on cross-cutting subjects.

The Human Resources Manager also acts as a Safeguarding focal point besides Field Coordinator.

II. RESPONSABILITIES AND TASKS

LEAD ON RECRUITMENT PROCESSES

• Ensure that the recruitment policy and guidelines are being implemented and respected;
• Be responsible for the organization of the recruitment processes with the assistance of his/her subordinate(s);
• Take part in recruitment processes and support recruiting managers in all the steps;
• Ensure that validated mission’s documents related to recruitment are regularly shared (i.e. job announcements, recruitment follow up, etc.);  
• Ensure Safe recruitment principles are being observed by the whole hiring team;
• Ensures implementation and use of the recruitment platform in North.
• Conduct periodic assessment of the efficiency & effectiveness of the recruitment processes through data analysis, score cards, key performance indicators, etc., and look into potential improvements. 

ENSURE PROPER INTEGRATION OF PERSONNEL

• Ensure that the integration process is well prepared and implemented;
• Assist the line manager in providing induction and refresh sessions on HR policies, procedures/tools and international policies for new joiners and when deems necessary;
• Conduct induction satisfaction survey, review the reported attention points and ensure corrective measures are implemented;
• Review and validate employment contracts and amendments in North office;
• Follow up on the contract/agreement ending dates as per financial coverage of staff, and notify the line manager ahead of time.

TAKE PART IN PAYROLL MANAGEMENT AND CONTRIBUTE TO EMPLOYEES’ BENEFITS

• Validate salaries, per-diems, end of accounts and exceptional payments in North office according to the relevant supporting documents;
• Participate in the processes of reviewing employees’ benefits (i.e. health insurance policies, staff care, etc.) in coordination with the HR team in Coordination office.
• Implement and raise awareness of the Salary Scale Guidelines and proper use of the salary scale. Make sure that the remuneration is allocated transparently and in line with the policy.
• Alert HR Coordinator and HR Coordinator if gender or any other unreasonable pay gap is identified.
• Collect, suggest, review and approve on HR-base level salary upgrades on monthly basis with cooperation with the Field Coordinator.

CONTRIBUTE TO THE MANAGEMENT OF EMPLOYMENT RELATIONSHIPS

• Maintain a positive work environment and support line managers in conflict resolution;
• Provide support and input to line manager regarding employee relation issues and take part in corrective actions;
• Take part in disciplinary measures in North office when deems necessary;

ASSESS & IMPROVE STAFF ENGAGEMENT

• Develop engagement and exit interviews/surveys;
• Report periodically on collective data regarding turnover, retention factors, and contribute to the SWOT analysis of the department;
•  Suggest corrective measures and contribute to implementing solutions whenever applicable.

CONTRIBUTE TO THE MANAGEMENT AND COMPLIANCE OF LEGAL & ADMINISTRATIVE REQUIREMENTS

• Be aware and up-to-date of the country legislations and relevant decrees;
• Confirm that all personnel are declared & registered with relevant authorities (i.e. NSSF, MOF, etc.);
• Receive and transfer files and request(s) of personnel to relevant parties;
• Monitoring social/legal issues and archive updates where necessary;
• Archive necessary documents as per procedures and keep track of validity dates;
• Ensure the compliance with local laws, internal regulations and donors’ requirements;
• Lead the processes of downsizing exercises in North office;
• Support the HR Coordinator in the initiation of MoL procedures when deems necessary.

ORGANIZATION OF WORK & HR SET-UP

• Participate in developing the department’s action plan, objectives and systems;
• Contribute to the optimization of HR and payroll tools and procedures;
• Ensures implementation of Internal Staff Regulations. Guarantee that all staff including the non-office one or illiterate ones are familiar with their rights and duties stated in the policy.
• Support the HR Coordinator in updating the HR Guidelines and tools;
• Ensures the organizational chart are up-to-date in North office; 
• Take part in the revision of job descriptions against the function grid;

ENSURE IMPLEMENTATION OF CAPACITY BUILDING & TRAINING PLAN; CONTRIBUTE TO CAREER MANAGEMENT

• Contribute to the development and implementation of training and development policy and procedures;
• Contribute to the revision of job description, appraisal forms, development/succession plans;
• Contribute to the management of the performance appraisal system;
• Ensure the revision and analysis of the appraisals done in North office, follow up on attention points with line managers and report to the HR Coordinator or Field Coordinator when needed;
• Compile and review the identified training needs across the North base.
• Be the focal point for the implementation, follow up and completion of the skills development plan in North;
• Buildup, update and share a training opportunities’ database tool with concerned parties;
• Ensure the PUI e-learning platform is promoted and accessible to all staff in North
• Support the line manager in drafting ToRs for external/collective trainings in North.
• Coordinate the implementation of internal trainings when needed and possible;
• Update the concerned tools and keep track of all trainings conducted by personnel;
• Create, implement and review training feedback surveys and share analysed results and feedback.

INTERNAL AND EXTERNAL COORDINATION AND COMMUNICATION

• Support internal communications to ensure coordination of consistent and accurate information sharing within the base. Laise with the whole HR team to share information, knowledge and alignment of practices.
• Edit or take part in drafting internal activity reports for everything involving HR, administrative and legal issues for North.
• By delegation of the HR Coordinator/FieldCo, represent PU-AMI in external meetings, forums, workshops, etc.;

ENSURE PROPER ARCHIVING PROCESS AND CONDUCT INTERNAL AUDITS TO GUARANTEE COMPLIANCE OF HR FILES

• Ensure that hard and electronic HR files for personnel are created, updated, archived and managed in compliance with internal and donors’ requirements;
• Ensure availability of all required personal and contractual documents in concerned files.
• Ensure the archival of attendance tool(s) (i.e. attendance sheets, leave requests, etc.);
• Conduct North internal audit on a sample of recruitment, contractual, and salaries files to ensure the completion and archival of all supporting documents/tools of the relevant processes as per the guidelines & donors’ requirements;
• Be responsible for uploading the electronic copies of HR Files’ structure in North office on NAS server;
• Receive and ensure archival of all training documents (i.e. training requests, certificates, materials, etc.);
• Archive legal documents in personnel files and update relevant tools and systems accordingly;

TEAM MANAGEMENT AND CAPACITY BUILDING

• In collaboration with other personnel in HR department, participate in the recruitment process(es) of staff under his/her line management and support the Human Resources Coordinator and North management in: drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews;
• Brief newly recruited personnel under his/her management on their roles and responsibilities;
• Ensure the adherence of his/her subordinates to all PU-AMI’s policies, rules and regulations;
• Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals) to promote professional development;
• Provide technical support and guidance to the HR Officer/Assistant and other future roles in their management;
• Ensure good communication, coordination and information level of each member of the field teams during regular coordination meetings (or other when required);
• Solve team conflicts and ensure team building and discipline.

SAFEGUARDING

• Act as Safeguarding focal point on base level along with Field Coordinator.
• Report and suspicion of breach of procedures or Ethics Framework in accordance with the reporting channels. (FieldCo, HR CO, Country Director).
• Makes sure that staff are informed about the Ethics Framework as part of their recruitment, job offer, onboarding and ensure their refresher is done.
• Makes sure that Ethics Framework is available in the office in both English and Arabic version in public area that is easily accessible by all staff.
• Guarantee that all staff in North pass the UNICEF e-learning course on PSEA
• Ensures that informative posters and other materials are visible in the office and update based on need.
• Participates in investigations based on instructions from the Investigation team.
• Participate in delivering disciplinary measures in confidential and professional way, draft and deliver explanation letters after having them approved by HR Co, sit in explanation meetings.

DUTIES APPLICABLE TO ALL HR PERSONNEL

• Respect and comply with the organization’s Policies, Code of Conduct and Charter;
• Maintain the highest confidentiality of HR information.
• Respect and comply with the Internal Staff Regulations and use of other HR Guidelines and Policies; Additionally, respects, comply and promote all HR-related Memos.
• Support the line manager and HR Coordinator in any other task as per the needs.
• Lead by example and promote organization change

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

III. PRIORITIES OF THE DEPARTMENT

• Ensure common understanding of the Internal Staff Regulations and compliance with the rules across all departments
• Provide capacity building to managers on HR related topics (recruitments, appraisals, delegating tasks, etc.)
• Participate to the improvement of staff well-being and foster team spirit and motivation through regular feedback-sharing initiatives and a clear action point to tackle the main concerns.

Job Requirements:

MANDATORY REQUIREMENTS

• Language skills: Fluent in Arabic and English (speaking and writing);
• Education degree: University degree in Human Resources management or a related field.
• Work experience: minimum 3 years of experience in Human Resources department in NGOs, and 1-2 years of experience in direct and/or technical management of personnel;
• Knowledge and skills: Good analytical and writing skills/Good management capacities, team leadership spirit, HR management, and good understanding of the Lebanese Labor Law.
• Computer skills: Good knowledge and self-supported in Microsoft Office and Internet tools;
• Other: Valid driving license (minimum 1 year) - not mandatory.

Requirements of Behavioral Competencies:

• Excellent communication and listening skills;
• Excellent organizational skills and time management skills;
• Detailed oriented;
• Ability to provide high quality of work;
• Ability to set priorities and adapt to changes;
• Able to manage priorities, take initiatives and work without constant supervision;
• Autonmous;
• Good analytical and problem solving skills;
• Good knowledge of HR Systems (i.e. Homere, Access);
• Intermediate knowledge of Labor Law and NSSF/Income tax.
• Ability to keep confidential information
• Regular travel to other PUI offices in Lebanon and occasional field visits.

Assets

• Ability to work well in a multicultural team;
• Ability to work under pressure;
• Committted to deadlines;
• Effective stress management skills;
• Ability to delegate and effectively manage a team
• Able to check information; logical mindset;
• Respectful, neutral and impartial attitude.

PUI-AMI Employment Conditions and Benefits:

• Status: A Fixed-Term Contract 
• 40-hour work week from Monday to Friday.
• Monthly Gross Income:  2685 - 2819 USD based on PU-AMIs internal salary scale. PU-AMI deducts income tax and automatically registers employees to NSSF
• Seniority Allowance of +2% monthly increase of your basic salary after 1st year of employment. Seniority allowance is gradual and grows of +2% every year.  
• Insurance Medical Insurance class B for employee and spouse with a possibility to upgrade to class A based on employee’s contributions.
• Life Insurance
• Workmen Accident Compensation Insurance
• Maternity leave of 100 days
• Paternity leave of 5 days
• Paid Leaves Policy: 24 days of paid leaves per year
• 3 paid Sick Child Leaves per year for employees with children
• 1 day of remote work per week after agreement with the line manager
• Opportunities for career progression and transparent internal recruitment system
• Internal trainings and capacity development opportunities
• Staff wellbeing and inclusion activities

Our Commitments

PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework.