HR Representative

General Tasks

1.      HR Representation and Employee Support

• Serve as the main point of contact for all HR-related matters within the assigned centers.
• Provide guidance to employees and supervisors on HR policies, procedures, and administrative processes.
• Promote understanding and consistent application of HR policies, forms, and internal regulations.
• Escalate complex or sensitive matters to the relevant HR focal point at headquarters.
• Maintain an active presence in the centers to strengthen relationships, identify issues proactively, and reinforce HR visibility
• Act as a trusted HR contact for employees experiencing work-related or personal difficulties affecting their performance or well-being.
• Receive, document, and refer employee concerns to the relevant HR specialists at headquarters.
• Mediate minor workplace conflicts and support early resolution of interpersonal issues.
• Coordinate with the HR manager to monitor social assistance and employee support cases.
• Promote a positive work environment based on respect, fairness, and open communication.
• Identify early warning signs of disengagement, absenteeism, or conflict and escalate them proactively.

2.      HR Donor Reporting

• Coordinate with Project Managers to identify and validate the employees assigned to each project.
• Ensure that staffing allocations are consistent with approved project budgets, donor regulations, and actual operational needs.
• Prepare and update employment contracts, and assignment letters reflecting project-specific donor-imposed conditions.
• Collaborate with Project Managers and the Finance Department to verify salary distributions and resolve discrepancies between budgeted and actual personnel costs.
• Generate payslips for projects reporting while ensuring confidentiality and compliance with internal payroll procedures.
• Monitor contract expiration dates and funding periods to ensure timely renewal, extension, or closure of employee assignments linked to projects.
• Respond to internal and external audit requests by providing complete and organized payroll and HR documentation related to donor-funded projects.
• Maintain electronic and physical personnel files containing all project-related HR documentation
• Ensure compliance with Lebanese labor law, internal HR policies, and donor regulations governing compensation, documentation, and allocation of staff costs.
• Maintain strict confidentiality of payroll, contractual, and employee information.

3.      Personnel Administration and Payroll Support

• Coordinate with the HR department at the headquarter on all employee administrative matters.
• Collect and submit payroll-related information, including attendance, leave, overtime, and other personnel changes.
• Maintain and update employee records and ensure all personnel files are complete, accurate, and confidential.
• Process salary advances in accordance with arcenciel’s policies and procedures.
• Distribute salaries or pay slips when required while ensuring confidentiality and obtaining the necessary acknowledgements.
• Monitor administrative deadlines related to contracts, probation periods, and employee status changes.
• Follow up on contract renewals, end-of-contract notifications, and required supporting documents to ensure continuity and compliance.

4.      Recruitment and Onboarding Support

• Coordinate with the Recruitment Unit at headquarters on staffing needs and recruitment activities.
• Coordinate onboarding activities for new employees, including orientation sessions, workplace tours, and completion of required documentation.
• Support the integration of new hires and follow up during their first weeks of employment.

5.      Organizational Communication and Culture

• Facilitate communication between headquarters and center employees regarding HR initiatives, policy updates, and organizational announcements.
• Support the implementation of employee engagement and well-being initiatives.
• Encourage adherence to arcenciel’s values, code of conduct, and organizational culture.
• Gather employee feedback and communicate recurring themes and recommendations to headquarters.
• Prepare and submit regular HR reports and updates as requested by headquarters.

Working Conditions 

• Job Constraints : Occurrence of work load.
• Tools, Software used : Microsoft Office, Zoho people, Pims…
• Workplace : Office based, or in the centers during the visits.
• ​Working Schedule: Full Time position, 8 hours per day from Monday till Friday.
• Type of contract : 1 year contract renewable depending on performance and funds.

Skill set and competencies

• General knowledge of Human Resources practices, i.e. recruitment, payroll, compensation and benefits, etc.
• Good understanding of the Lebanese Labor law and Social Security law.
• Understanding of the logic of various HRIS.
• Strong organizational skills and ability to prioritize.
• Strong communication skills, both written and verbal.
• High level of emotional intelligence.
• High level of confidentiality and respect of work secrecy.
• Initiative taker and willingness to learn personality.
• Enjoying working with people attitude.
• Tactful and diplomatic.
• Ability to work as part of a team and at the same time independently.
• Empathy with sense of reasoning and objectivity.

Requirements

• Languages : Arabic, English and French are required. 
• Level of education : Bachelor’s Degree or equivalent in Human Resources Management, Business Management or any related field. 
• Experience : 3 years of work experience.