Admin & Hr Officer - Had- Beirut

Responsibility 1: Participating in the revision and implementation of the programme's policies and procedures (recruitment, induction, assessment, training) Objective:            To implement the programme's HR strategy Activities: Participate in the revision/improvement of the programme's contractual frameworks (IRs, STCE) in compliance with the organisation's regulations and legal obligations; Participate in the revision/improvement of the programme’s Human Resources procedures: recruitment, induction, assessment, training, and ensuring their compliance with legislation and organisation’s principles; Ensure the respect and proper implementation of the programme’s policies and procedures at the coordination office; Provide trainings and support for team managers at coordination and sites support services manager in the career management of their staff (promotions, amendment of job definition and responsibilities, internal mobility, etc.).   Responsibility 2: Managing the mission national human resources Objective: To ensure compliance with legal obligations and internal procedures Benchmark: Quality of payroll preparations, conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts   “Personal administration” activities: Undertake the administrative management of national staff’s personnel files; Keep the staff register and reporting tables up-to-date and share it with the regional program according to deadlines (contacts, contracts, leaves, recruitments, appraisals, etc.); Ensure the staff files are up-to-date and properly archived (paper and digital); Ensure all employees are registered at the NSSF and MoF, communicate their numbers and ensure its entry in the HR Database; Take the necessary action to register all staff and keep their files updated at the governmental directions and the private insurance companies (health and work accident) in collaboration with the sites administrative teams; Assist the Admin Coordinator “Payroll management” activities: Monitor the tally of paid leaves requests, attendance sheets, and other absences; Control Leaves balance and sign leave request forms for coordination office; Draw up declarations for social security and income taxes, both employer and employees contributions, and take it into consideration for pay roll preparation; Check the accuracy of NSSF Family allowances bordereau, sign it with the staff, and add amounts in the HR database in liaison with the sites; Draw up the monthly salary data base for the coordination office; Compile and control the monthly salary data base prepared on sites; Prepare the salary domiciliation transfer and share it with the Admin Coordinator for validation; Prepare pay slips and follow up on its signature by employees; Disciplinary activities: Support the sites support services manager and the head of departments in any disciplinary measures taken toward any employees; File all the elements concerning disciplinary measures and keep all the data confidential; Document each step of the process and prepare any kind of document (warning); Report and liaise with the admin coordinator all matters linked to disciplinary measures for advises and decision validation;   Responsibility 3: Assisting with the administrative management of expatriate staff Objective:             To ensure compliance with legal obligations and internal procedure Benchmark: Conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts Activities: Ensure the respect of the administrative management rules by the expatriate staff; Keep the staff register and reporting tables up-to-date and share it with the regional program according to set deadlines (leaves, indemnity, housing, visa, etc.); Ensure a clear filing system for all HR relevant document (mission order, insurance, contract, etc.). Alert in case of document missing or out of date; Follow up on flight tickets reservation and extension; Manage the payment of school fees and family allowance and update the follow up table; Manage the expatriate work permit and residency requests with the lawyer, MoL, GS and any other directorate; Draft guidelines to be shared with the expatriates’ at their employment for process recognition; Brief the expatriates upon their arrival about the process, the documents and all info regarding their legal status; Welcome the expatriates upon their arrival and brief them about all HR and administrative processes and rules adapted at the mission.   Responsibility 4: Implement the recruitment, assessment and training processes Objective:             Compliance with HR processes within the established timeframes Benchmarks: Quality of the organisation of recruitment process, quality of support in the management of processes, reactivity and conformity with deadlines Recruitment: Implement the recruitment processes (circulation of job vacancy ads, convening candidates, organising the pre-selection, arrange the interview panel); Draw up and / or assist line managers drawing up the job descriptions; Draw up employment contracts; Liaise with the Line Manager and the several departments to ensure the proper integration of the new employee; Ensure that any new employees are aware of their rights and duties towards HI: induction, procedures, etc. Supervise all the processes concerning HR management and follow up: amendments of contracts, promotions, JD update etc.; Archive recruitment files; Compile and share the recruitment monitoring table with the regional program according to deadlines; Appraisal Put in place and coordinate the annual appraisal process, compile the results and prepare a report; Assist with the organisation of appraisals campaigns, give trainings and guidance to the Line managers; Participate to committee meeting for results assessments when requested: Propose improvements and recommendation to the evaluation process and tools; Share the validated results with the managers and the concerned staff; Ensure the end of probation appraisal is completed; File and archive all appraisal documents and results; Compile and share the appraisal monitoring chart with the regional program according to deadlines. Training Compile and draft the mission’ annual training plan following the training committee meeting; Share the agreed training plan with the sites and assist the support services team with its implementation; Implement the validated training plan and supervise the organisation of training sessions at coordination office; Identify training providers in collaboration with the logistics department; Draft specifications and terms of reference for any training courses planned in collaboration with line managers; Evaluate training actions; Share the training plan with the regional program according to deadlines.   Responsibility 5: Ensure the communication and liaison on all HR matters internally and with external partners Objective: ensure that all staff are aware of the processes, obligations and the corresponding monitoring files and documents are up-to-date   Benchmark: HI legal status in norms with the country context; no delays nor penalties;   General administrative aspects Follow up the update on HI registration in the country at the various Lebanese authorities: Ministry of Interior – NGO department, official representation, ministerial decree, delegations and authorizations, etc. Drafting and wording of agreements concerning the activities of HI in Lebanon, including delegations, employment templates specific for notary, etc. Ensure compliance with legal and tax obligations (HR, log, administrative, financial, etc.) through external sources of support (lawyers, workplace inspectors, etc.) and accord particular attention to the legality of contracts; Participate in the meetings with the lawyer and the coordination upon needs and requests;   NSSF & MoF Be the main interlocutor at the NSSF and MoF; Ensure employees and their relatives are properly registered by submitting appropriate forms; Ensure the employees’ files are up-to-date and renewed on yearly basis (by October); Follow up with the sites on new and terminated employees declarations; Keep the original registration documents properly archived at coordination and send digital copies to respected sites; Follow up on end of service indemnities settlements; Follow up on monthly, quarterly and annual declarations submission and payments; Assist and train on forms filling and processes;   Private insurance company Compile, update and share the employees’ and their relatives information with the insurance company; Collect, send and monitor medical claims submission, confirmation and reimbursement; Ensure all staff dispose of a work accident cover active from their 1st employment date; Ensure the management team as well all employees are aware and trained on the medical scheme; Update files and share the necessary templates with the administrative team at sites; Ensure the files are up-to-date and the templates are available on sites;   Coordination and reporting Keep the programme organizational chart, general and security contact lists up to date; Communicate it on monthly basis with the coordination, sites and regional offices; Facilitate communication with and diffuse updates to employees on all HR matters; Write and update documents covering all the HR and administrative procedures such as memos and/or internal notes as per the admin coordinator guidance; Communicate the programme’s holidays list to the whole staff after validation with the Admin Coordinator and Country Manager; Arrange meetings with staff representatives, communicate the minutes to the Admin Coordinator, ensure the follow up on the reported topics and share the results with the Compile reports prepared at sites, share it with the Admin and give feedbacks; QUALIFICATION/ REQUIREMENTS   Educational background and experience: Bachelor degree in general administration (business, HR, ) Minimum 2 years in the humanitarian field in administration and human resources   Skills: Ability to work under high pressure with a great level of personal organisation Strong communication skills Very good Communication and presentation skills (oral & written, Arabic & English) Very good organizational skills Fluent in Arabic and English (speaking/reading/writing) French would be an asset   Required languages & IT skills: Autonomous with Microsoft Office Package English mandatory (oral and written); French and Arabic language skills considered a plus   Personal Qualities: Professional sense of security and confidentiality Strong interpersonal and intercultural skills