HR Officer (Beirut)

Action against Hunger is an international non-governmental, private, apolitical, non-religious and non-profit organization created in 1979. Its goal is to combat hunger and dangerous situations that threaten men, women, and children. Currently 500 expats and more than 5,000 employees are working for Action against Hunger in more than forty-six countries working in projects concerning four areas of focus: nutrition, health, food security and water and sanitation. 

In Lebanon, the Syrian crisis continues to generate political, social, and economic pressure due to the war in Lebanon and keeps more than 1.5 million refugees in a situation of increasing vulnerability. In this environment of political, economic and social uncertainty, our teams have maintained their high levels of humanitarian response and aid to Lebanon. Likewise, our interventions have been maintained in the Bekaa and northern areas, as well as in the south of the country, with a special focus on working in partnership or in consortium with other organizations and on institutional strengthening of the relationship with both donors. institutional, such as with local authorities and entities.

The HR officer is responsible for ensuring the set up and follow up of the mission’s HR policy and coordinate its implementation in the base in order to provide the best support to the programs in accordance with the Lebanese legislation, HR policy and Action Against Hunger staff development.

Position general Objectives:

• In charge of Full recruitment cycle and ensure positions are filled in a timely and quantitative manners including proper management for recruitments in HRIS. The person in this position will be responsible for timely support and follow up for recruitment processes for the base.
• In charge of Full administration for expats per diems, breaks, leave, and breaks in cooperation with the HRCO, the person in this position is responsible international personnel administration is properly implemented and followed up including providing support for international employees based on direction from HRCO.
• In charge of fully administration for different awareness, refreshing, and training sessions including keeping updated records for all employees, updated ATP, feedback forms, and enrollment in Virtual campus in collaboration with HRM’s in the bases.
• In charge of work permits and residencies submissions and renewals for international employees, and keeping proper files, archives, and trackers for each submission.
• Be in charge of employees induction and onboarding.
• Be in charge of national employees contracts management, NSSF, HRIS and payroll upon need and request.
• Any other HR related initiatives requested by HRCO.

Objective 1: Support recruitments process

Tasks:

• Post all vacancies for the base on relevant websites and email them to mailing list
• Quality shortlisting for national positions.
• Plan written tests and interviews, invite applicants
• Look for new recruitment sources
• Conduct qualitative interviews with line managers, ensure the interview is objective and the best candidate is selected.
• In charge of recruitment and positions administration in HRIS.
• Prober filing and documentation for recruitment processes in HRIS and NHF to be ready for audit.
• Keep the recruitment tracker filly updates on weekly basis.
• Actively source for candidates for different positions in the mission
• Ensure proper liaison with HQ for different validations and interviews.

Objective 2: Support administrative process for international employees in the mission in Beirut

Tasks:

• Prepare flight bookings liaise with expatriate and travel agent for best options
• Support the management of accommodation bookings (GH and hotels)
• Support leave requests and leaves follow up
• In charge of the preparation of per diems
• Organize briefings for new expatriates
• Maintain excellent filing and archiving of the Expats files
• Ensure expats profiles are fully updated in HRIS

Objective 3: Support the training and onboarding functions of Human Resources Coordination

• Management of Virtual Campus (dedicated training website)

Tasks:

• Enroll new employees in Virtual Campus and send them welcome email, and liaise with the bases to ensure timely registrations for new employees
• Activate the training requested by any employee or HQ
• Troubleshoot and liaise with HQ for any technical problem
• Responsible for monthly follow up of trainings, and support the HRCO in analysis.
• Flag any employees who is late in completing institutional courses and send reminders.
• Support the HR coordinator and capital HR Manager in the onboarding process and arrange for inductions as requested.
• Maintain excellent filing and archiving of the training files
• Support trainings on HR related topics

Tasks:

• Develop training material on specific HR topics
• Organize training sessions and support the presentation during sessions

Objective 4: Visa, work permits, and residencies for the mission international employees

Tasks:

• Timely and accurate tracking for expiry dates of tourist visa, and submission dates for work permits and residencies (keep full track of different steps using the work permit and residency tracker in NHF).
• Fully update estimated costs in the tracker and notify HRCO and ADMIN with any changes in costs or any upcoming amounts minimum one week in advance to secure the cash.
• Notify HR coordinator by e-mail when ACF is approaching an expiry date for a given WP/ Residency in one month in advance.
• Prepare full files for different WP and PR steps and timely follow up in collecting different documents for applications.
• Prepare cash advances and request cash from ADMIN.
• Timely submission of files in MOL and GSO after HRCO validation.
• Keep a documented file for each process for audits and inspections and notify HRCO with any missing documents.
• Support HRCO with related tasks as necessary to keep a timely process.
• Timely Following up on registered expats’ leave attestation from General Security Offices

Objective 5: Secretarial support in various HR tasks

• Translate to/from Arabic/English as needed (memos, messages, letters, meeting minutes, e-mails…)
• Coordinate with logs in preparation of Action Against Hunger ID Cards for all new employees
• Proper follow up with the HR team in Coordination and the ADMIN department for due payments and secure requested documentation/ relevant forms with validations.

Objective 6: Other HR tasks

• Support in implementation of HR initiatives with direction by HRCO.

Objective 7: Security

Tasks:

• Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
• Communicate to the security managers of the working location any security related information or noncompliance with the security plan

Objective 8: Support humanitarian activities of Action Against Hunger

Tasks:

• Support the emergency interventions of the organization as per the employee’s abilities.
• Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.
• Promote Gender Balance in teams when recruiting

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.