HR Officer

Main Responsibilities

• To manage Human Resource activities in compliance with MdM procedures, local legislation, and donor rules.
• To provide technical support to operational staff on HR management (MdM and partners)
• Coordination with relevant authorities for HR department task

Recruitment

• Receiving recruitment requisition forms (RRF) from all the departments and bases, ensuring validation of each RRF to start the recruitment processes.
• Prepare the job advertisements, posting on local media, collecting CVs, prepare applicants longlists for each new hiring and make sure to share the longlists with concerned department, follow up with the hiring managers to receive the shortlists on time.
• Responsible for scheduling written tests, interviews, follow up and contacting the candidates and ensure reaching the nominated candidates.
• Coding written tests, attending interviews, ensuring positive HR participation in all job interviews.
• Prepare and update national staff Personnel files, maintain and update data bases for management reporting like staff database, recruitment tracker, leave tracker etc.
• Timely preparation of offer letters/contracts and agreements for newly hired staff, issuing extension addendums to staff as and when required.
• Prepare document to conduct new staff orientation, coordinating with MdM Line Managers to organize an orientation package.
• Follow up on legal requirements regarding employment (NSSF, social security, income tax if any, work permits, residency, employment contracts etc.)

Attendance and Leaves monitoring

• Managing time sheet / attendance sheet, collect and generated reports / follow up on check in and check out timing for staff in the coordination office.
• Follow up with all supervisors for any unjustified absence and late hours.
• Summarize daily absenteeism of employees and reports to Admin Coordinator excluding the employees who have submitted an approved leave application.
• Archiving hardcopy of signed daily attendance report (signed by HR Officer & department Lead).
• Responsible for receiving all types of leaves from staff (annual leave, sick leaves, emergency leaves, etc.).
• Responsible to fill the correct and updated leave balance on each leave request form.
• Responsible to archive leaves forms in proper folders.
• Maintain and update all leave records in the database to verify all information in the leave application is correct and approved.

Payroll

• Responsible to prepare payroll with updated, complete, and validated documents and distribute pay slips to staff and collected the signed copies.
• Responsible to provide copy of signed/or online pay slips to administrative department.
• Maintain and update data bases related to all staff for management reporting like staff database, recruitment tracker, leave tracker etc
• Prepare the staff final settlement detail with documents to submit finance officer.
• Prepare the NSSF monthly and yearly statement

HR administration

• Produce the training plan (compilation of requests, prioritisation with managers, communication)
• Support in the management of disciplinary procedures with managers.
• Prepare and update the organisational chart and job descriptions, contact list.
• Coordination with insurance company for timely insurance of newly hired staff and staff left.
• Timely submission of all valid health claims to Insurance company and making sure that all claims are settled with in the agreed period.
• Ensure timely completion of probation evaluation forms of newly inducted staff.
• Within the scope of responsibility, provide information and general assistance to the employees regarding human resources policies and procedures; answer questions and provide information regarding interpretation of rules/regulations, problem solving; general guidance on policy issues.
• Regular coordination with MoL, MoI, MoF, and other ministries for HR related management.
• Prepare work certificates for employees
• Perform checklist for expatriate at their arrival and departure.
• Ensure the presence and the correct update of international staff archive.
• Ensure the acquisition of the required visas, work and residency permits in link with the HR Advisor.

Archiving

• Prepare and updating personnel files, verifying HR documentation is complete, signed and dated.
• Digital archiving of personnel files to save on MdM Sharepoint.
• Archive and arrange the exit interview with staff and report to management.
• Archive leaves documents.
• Archive all types of HR correspondence in proper files

Other

• Assume part of the responsibilities and tasks during the absence of a team member.
• Prepare and/or revise letters, agreements, or any other official document, according to the needs of the mission.
• Translate verbally and in writing when necessary.
• Perform any other additional duty on request of his/her supervisor.
• Respect MdM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers.

Position based in Beirut with trips to field areas across Lebanon.