Human Resources Officer

Job Purpose:

The main duties of the HR Officer in Beirut are linked to the following HR functions: recruitment, trainings & development, retention, archiving, and reporting.

Main duties & Responsibilities:

1-Main Responsibilities:

1-A- Recruitment :

• Job Announcement: follow up on signatures on job request forms, post vacancies online, and announce posted vacancies internally to all employees;
• Preparation: remind the hiring manager to prepare technical test, answer key, interview technical questions and expected answers prior to vacancy closing date and inquire the needed validations. Additionally, follow up on assigning the panel of the recruitment process & related preparations;
• Shortlisting: save the received CVs, shortlist the received applications, follow up on technical shortlisting, and verify the final mutually shortlisted list to ensure consistency and fairness;
• Technical Tests: invite selected candidates for technical tests, plan the technical tests in Halba or Beirut (laptops, meeting room, codes, attendance sheet, and similar), welcome candidates and monitor tests, send tests for correction, and verify interview recommendations;
• Interviews: prepare interview form, identify location, send invites,  participate in the interviewing process, recommend selection and highlight attention points;
• Reference Checks: proceed with reference checks for the selected candidate, review the received references, and highlight attention points;
• Recruitment Report: draft the report of each recruitment process documenting quantitatively and qualitatively the selection decision and inquire the needed validations on the report;
• Job Offer: forward the recruitment report to the responsible HR team member for sending job offers;
• Communication with Candidates: send regret emails, schedule meetings with internal candidates and hiring manager to communicate points to be improved;
• Reporting: update the recruitment tracking tool on a weekly basis;

• Archive: maintain a proper archive of the complete recruitment process.

1-B- Training, and Development:

• Tracking Performance: Track probation periods and end of fixed term contracts and follow up on receiving relevant performance appraisals documenting decision from line managers. Additionally, track performance appraisals on a bi-annual basis and send reminders when needed;
• Analyzing Performance:  analyze the received performance appraisals, highlighting attention points;
• Development: participate in updating the training opportunities database and finding training opportunities when requested by line manager;
• Reporting: update the performance management tracker, performance analysis tool, and training requests / needs reporting tool;
• Archive: archive performance appraisals and training certificates.

1-C-Exit and Retention:

• Participate in the revision of exit and retention surveys and remind employees and leavers to fill them;
• Plan & facilitate team-building activities & assess effectiveness.

1-D-Reporting:

• Internal Audits: Audit the files of active employees, recruitment files, and attendance with respect to rules, guidelines, and checklists and report discrepancies’ to line manager;
• External Audits: participate in external recruitment audits when requested.
• Reports: update organizational charts and the HR reporting tools

2-Additional Duties (if support was requested):

HR tasks are segregated between two HR Officers one is located in Halba and one is located in Beirut, thus the tasks below are not the main tasks of the HR Officer in Beirut, yet the HR Officer in Beirut is expected to support in case requested

• Attendance and leaves management: support in following up on signed documents and updating the relevant tools
• Payment and benefits: support in collecting payroll relevant documents & updating data, and acting as health insurance focal point
• Integration and Induction: support in preparing formalities for new joiners, briefings and introductions, participating in delivering HR inductions, induction plan follow up.  
• Support in contractual documents preparation
• Support in preparation of termination formalities and payment
• Support in archiving of employees’ files and attendance files

3- General Responsibilities applicable to all positions:

3-A-Responsibilities applicable to all HR personnel:

• Ensure the respect of HR manual in tasks related to all HR functions and support line manager in ensuring it’s implementation and respect;
• Report challenges and concerns to line manager related to employment, all HR functions, and others;
• Share ideas that can support the development of the HR functions & participate in the development phase as requested. 

3-B- Work Ethic

• Adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern’s Code of Conduct;
• Support the promotion of the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to the team and the beneficiaries, and be committed to providing a safe working environment;
• Respect confidentiality and follow ethical guidelines.

3-C- Others:

The tasks of this position are not limited to what is mentioned in this job description, additional tasks can be requested as per the organizational / programmatic needs.

Person specification:

• Education:
  • Bachelor’s degree in Human Resources, Business Management, or similar;
  • Alternatively, High school degree complemented with HR certification / 2-3 years of HR experience.

• Experience:
  • 2-3 years of HR experience, NGO experience is a plus.
• Language Skills: 
  • Fluent English and Arabic language (spoken, read, and written).
• Others:
  • Soft Skills & competencies:
    • Passionate about working in recruitment, trainings & development, & retention HR functions
    • Communication skills, emotional intelligence, friendly & sociable character, highly professional
    • Innovative, problem-solver
    • Analytical skills
    • Organization, planning, time management, and follow up skills
    • Attention to details  and reporting skills
  • Technical Skills:
    • Knowledge of Lebanese labor/NSSF/Income Tax laws, and updated in related regulations;
    • Knowledge of proper & effective HR practices related to all HR functions.
  • Technology Skills:
    • Microsoft office pack (excel, word, visio, outlook, teams, forms, and similar);
    • Basic level of skills related to data analysis & surveys.

Job Location:

Beirut, some visits to Halba when needed

Emergency response:

Concern is committed to responding to emergencies efficiently and effectively to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Lebanon Programme is to respond, you may be requested to actively participate in the response, regardless of location, and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Concern Code of Conduct and its Associated Policies:

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.