Human Resources Assistant

OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering TEAM PURPOSE: To ensure that Oxfam meets its business objectives and mainstreams its core organisational values through the effective recruitment, development and deployment of its people.  JOB PURPOSE: Provide administrative HR support to the Lebanon country programme or any other programme hosted by the Lebanon country programme. This may include start-up and scaling down of humanitarian programmes.   DIMENSIONS:  Responsible for resources within defined boundaries or a specialist area. Providing support and information on areas of work covered in their remit. Implements departmental plans to agreed standards. Assists with the development of solutions to problems and responds to routine problems Responds to and uses information received in a variety of formats from different sources. Some flexibility to anticipate and resolve challenges within departmental parameters in own work area. Day to day planning in line with departmental/divisional priorities. Communicates both internally and externally to give and receive information.   KEY RESPONSIBILITIES:  HR Planning Assist in updating organograms as required  Resourcing Assist the HRO with recruitment  procedures, including advertising of positions, checking emailed applications in dedicated in-box,  sending out tests, prepare interview schedules, send invitations for interviews, collect related paperwork and ensure proper documenting and filing Ensure Oxfam recruitment procedures are followed Assist in making reference checks and verifying that pre employment medical test results are checked. Keep a recruitment tracking sheet up-to-date  Contracting and Induction Assist the HRO with preparing and sending out  job offers and contracts of employment Ensure completion of all paperwork  for new employees Assist the HRO with organising induction programmes Contribute to induction sessions on behalf of HR when required  Annual pay review Assist the HRM and HRO in preparing letters for the annual pay review   HR Administration Assist in ensuring enrolment of employees in required schemes (National and/or Oxfam schemes) Assist in ensuring accurate administration of medical benefits and other benefits Assist in keeping the HR GOLD database up-to-date at all times Assist the HRO in sending information to managers on end of probation dates and end of contact dates Keep and accurate leave (absence) administration and inform managers and employees  of leave balances as required.  Ensure that all are aware of procedures to follow for requesting leave Keep accurate personal files (hard and soft copies), including information on performance, learning and development, grievance and disciplinary procedures, absence management, leavers procedures Process medical claims in GOLD and coordinate with NSSF representative on reimbursements from NSSF  Performance Management Follow up with managers on getting paperwork for filing and/or registration in the HR GOLD database: forms for goal setting, interim review and annual review. Follow up with HRO on collecting all paperwork for any grievance or disciplinary procedures for proper filing  Learning and Development Keep a learning and development tracking sheet up-to date  Health and Safety Assist in ensuring that minimum health and safety requirements are being adhered to  Leavers and Exit Procedures Assist the HRO in ensuring the leavers procedures are followed   Any other reasonable task assigned to you by your line manager or designated person   SKILLS AND COMPETENCE:  Essential A minimum of 2 years previous experience within HR An understanding of Lebanese Labour law Good experience in recruitment processes from start to finish Ability to produce clear written communication Ability to plan, organise and prioritise work. Strong self awareness and interpersonal skills Experience of working in a multicultural team environment with both national/global staff Ability to communicate in English and Arabic clearly, both verbally and in writing and with all levels of staff, including at a distance Ability to influence and motivate others to achieve results, advice and support on human resource issues Able to remain calm under pressure and often in difficult circumstances Ability to work effectively as a member of a team Skills in IT and numeracy for reporting and calculations purposes Gender and cultural sensitivity, commitment and an understanding of the values of Oxfam and the principles of equal opportunities.  Desirable Experience of working within an international Humanitarian or Development NGO. Diploma in Human Resources Management