Administrative HR Officer

PRESENTATION OF HUMANITY & INCLUSION

Humanity & Inclusion (HI) is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our actions and testimonies are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Humanity & Inclusion is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

For more details on the association: https://www.hi.org

Humanity & Inclusion is composed of 2 operational divisions:

• Humanitarian Action Division
• Development Division

MISSION CONTEXT

The actual intervention context is characterized by remote management modalities of intervention, through Partners. Bring constant support and guidance to the teams and maintain technical quality in the frame of HI integrated approach is the main challenge to take up.

OBJECTIVES

Under the responsibility of the Finance & HR Manager, the Administrative and HR Officer will contribute to the implementation, respect and follow up of all administrative and HR procedures and tools.

The Administrative HR Officer must keep all the data confidential, and share it only with the designated persons.

ACCOUNTABILITIES

Line manager: Finance & HR Manager

Line manager+1: Area Coordinator

In coordination with: Finance, Program and logistics team and support services team in coordination, Amman.

MAIN TASKS

1. Human Resources:
   1. Recruitment process:
      • Ensure respect and use of official HI forms of the recruitment process (HR request, job description JD, and weighing tools), and upon approval prepare and publish the job announcement.
      • Realize long listing of candidates in accordance with the criteria and requirements defined by line manager in job announcement.
      • Organize invitations to shortlisted candidates for tests and interviews in collaboration with logistics department for logistical requirements; and provide support to line manager in leading interviews.
      • Capitalize the recruitment documents (HR Request, JD, weighing tools, announcement, shortlisted CVs, Recruitment Matrix, Tests, Interview sheets, job offer).
      • Maintain an updated recruitment tracking sheet and CV database for shortlisted candidates.
   2. Staff induction and declaration process:
      • Prepare induction plan of new employee, in accordance of the profile, by sending the plan to the mission team to schedule their briefing and ensure its strict application.
      • Provide HR and administrative briefing to new employees and ensure that all new employees are aware of their rights and duties towards HI: reading the internal regulations, terms and conditions of employment.
      • Collect list of required documents from new employee, archive them in a new file together with the employee datasheet, JD and contract, and maintain an updated file checklist.
      • Liaise with HR Lebanon mission for registration/cancellation of staff member to MOF, CNSS after filling and submission of required documents and for the work permit when needed; as well for HI ID cards issuance.
      • Liaise with the health insurance company for staff registration/cancellation and submit received documents to Finance &HR Manager to proceed with payments.
      • Prepare final settlements documents for ended contracts and liaise with concerned parties for cancellation.
   3. Staff monitoring process:
      • Responsible of HR global follow up: control staff presence on a daily basis and check the attendance sheets and leave requests on a monthly basis and send to line manager for validation.
      • Update the Paid Leaves Follow up on a monthly basis and send to line manager.
      • Maintain an updated follow up of contracts, probationary period, appraisals and remind line managers if needed.
      • Prepare new HR contracts and amendments and submit to Line Manager for validation before signature of Head of Mission and staff and ensure all documentation are provided.
      • Maintain the update of employees’ files and provide monthly scanning of all HR files.
      • Follow up on medical reimbursement for staff by collecting required documents, sending/receiving claims to/from insurance company; and maintain regular update of Claims Follow Up.
      • Assist in the consolidation and the implementation of the staff development plan (collection of needs assessments, consolidation, quotations, training reports, attendance sheets, etc.) and maintain an update of the training follow up tool.
      • Support in collecting document for visa requests for all staff (national and expatriate) and submit to relevant parties (Lebanon mission or coordination officer).
2. Administration:
   • Send on a monthly basis the taxes compilation table to line manager for validation before submission to Lebanon mission.
   • Liaise with Finance Lebanon on CNSS and income taxes payment and keep records of all payments and supporting documents.
   • Maintain a regular update of the permanent file (partners and external service contracts, etc.).
   • Provide support in the monthly accountancy closure (scanning, copying and archiving of originals documents, and prepare its shipment to HQ) upon request by the line manager.
   • Provide support in collecting, checking and archiving of all documents requested for any spot check and audit.
   • Responsible for the overall filing of administrative documents (memo, circulation, etc.).
3. Partnership Support
   • Provide support in translating financial supporting documents of livelihood partners.
   • Translate all partners’ HR supporting documents to English (attendance sheets, timesheets, explanation letters, etc.).
   • Update HR Database of partners’ staff, and share it on a regular basis with Finance, program team and line Manager.
   • Ensure that all partners’ HR documents are well archived (contracts, work statements, organizational charts, explanation letters, etc.) and provide copies of HR contracts to Finance assistant for financial archive.
   • Monitor on a weekly basis partners’ reported exchange rate by checking relevant websites and update the exchange rate calculation sheet; and share a monthly report with the Line Manager.
   • Follow up on partners’ work quality, compliance, ensure the respect of financial and HR contractual agreements, and provide feedback to line manager on partners’ compliance and possible improvements (training, procedures, etc.).
4. Reporting and Representation
   • Participate in the redaction of the monthly situation report.
   • Participate actively to meeting (weekly team meeting, weekly support meeting, and meeting with partners concerning administrative and HR issues, etc.).
   • Maintain an updated organizational chart and share it with support services coordination together with the contact list.

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

REQUIREMENTS

Education and Experience:

• Bachelor’s degree in a relevant field: Human Resources, Accounting, finance.
• At least 1 year of professional experience as officer in HR, Finance, Administration
• At least 1 year of experience in NGO/INGO

Professional and Personal Skills:

• Autonomous, rigorous and precise, attentive to details
• Ability to deal with priorities and deadlines and to work under pressure
• Diplomacy, ability to work collaboratively in a team
• Strong interpersonal and intercultural skills
• Strong communication and reporting skills
• High level of motivation and proactivity
• Strong organizational skills

Computer Skills:

• Excellent knowledge in Microsoft office (Excel, Word, Outlook and power point).

Language:

• Fluency in oral and written English is compulsory;
• Fluency in oral and written Arabic is compulsory;
• French would be an asset
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HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

JOB CONDITIONS

• Remuneration: according to HI salary grid
• Starting date: as soon as possible
• Duration/ Type of contract: 6 months renewable based on a project timeline and performance
• Others: Health insurance

Humanity & Inclusion (HI) is an equal opportunity employer and

particularly welcomes applications from persons with disabilities

Interested candidates may please send their resume with cover letter to the email below with “Admin HR Officer” in the subject line.

Last date for application is 18 May 2019

Please address all applications to: regionvacancieshi@gmail.com