Human Resources Assistant – Intern

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Health, Water, Sanitation, Hygiene, Shelter Rehabilitation and in Livelihood Recovery sectors.

 

Job Description:

1. GENERAL OBJECTIVE

The Human Resources Assistant Intern supports the Human Resources Supervisor in all activities related to HR Management and daily administrative tasks as well as any ad hoc support needed.

2. RESPONSABILITIES AND TASKS

1. CONTRIBUTE TO THE HR MANAGEMENT OF LOCAL PERSONNEL
   1. Recruitment and Integration of Personnel:

Ensure that the recruitment policy and guidelines are being implemented and respected; Receive, file and archive the resumes received on the recruitment email address and transfer them to the HR Supervisor; Be the focal point for the external communication with applicants/candidates throughout the whole process, and set up schedules for each step of the recruitment process according to the availability of involved personnel and applicants/candidates; Update the recruitment follow upAssist in the preparation, follow up and finalization of tool(s) related to the recruitment process.1.2. Employment Contractual Documents:Assist in the preparation of contracts, amendments and agreements of local personnel;Ensure that HR files are complete and updated with all necessary contractual documents;Follow up on the contract/agreement ending dates and notify line manager ahead of time;Assist in the preparation of documents related to end of employment contract as per HR guidelines.1.3. Follow up on Performance Evaluations and Skills Development:Assist in following up on the staff performance evaluation as per due dates, adjusting relevant tool(s) with updated information and informing line managers accordingly;

2. ADMINISTRATIVE MANAGEMENT & FOLLOW UP

Follow up on personnel’s weekly and monthly attendance with line managers;Prepare and follow up on relevant tool(s) (i.e. attendance sheets, leave requests, etc.);Keep track of the personnel leaves and update concerned tools and system(s) accordingly;Prepare and ensure the availability of valid administrative equipment for staff (i.e. insurance cards, etc.).Update the HOMERE every time a change arises

3. ARCHIVAL OF HR FILES

Maintain and ensure the completion and archival of all supporting documents/tools as per Recruitment Guidelines; Archive attendance tool(s) (i.e. attendance sheets, leave requests, order of missions, etc.);Archive legal documents in HR files and update relevant tools and systems accordingly;Manage the physical and electronic archival of personnel files as per HR Guidelines;Organize and ensure availability of all required personal and contractual documents in concerned files.

4. REPORTING

Support the line manager in keeping track and providing accurate and updated HR systems on a regular basis and as per needed;Support the line manager in the preparation of any internal/external HR audit;Report to line manager any concern, and/or challenges/obstacles faced.

5. FOLLOW UP ON LEGAL ASPECTS 

Prepare the NSSF HR files for personnel on a monthly basis;Receive documents/certificates for the base and follow up on its validation/signature (i.e. contracts/amendments, NSSF, certificates, etc.).

6. INSURANCE

Update regularly the Insurance Tables (AMD, EDI etc.)

7. DUTIES APPLICABLE TO ALL HR PERSONNEL

Respect and comply with the organization’s Policies, Code of Conduct and Charter;Maintain confidentiality of HR information; Respect and comply with the HR Policy and use of Guidelines; Support line manager in the implementation and respect of HR Policy and Guidelines among personnel;Support the line manager in any other task as per the needs.The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

3. PRIORITIES OF THE DEPARTMENT

1. Review physical/electronic HR files; ensure that documents are properly scanned, labelled and archived;
2. Create an index for physical/electronic HR files and ensure that HR files are backed up;
3. Provide assistance to line manager on various HR administrative tasks.

 

Job Requirements:

Mandatory requirements

Language skills: Fluent in Arabic and English (speaking and writing);

Education degree: Fresh graduate or Final-year student, preferably in Human Resources or a related field.

Work experience: Preferably 1 year of experience in Human Resources Management or relevant field;

Computer skills: Good knowledge and self-supported in Microsoft Office;

Others:

Good communication skills;

Excellent organizational and time management skills;

Detailed oriented;

Ability to provide high quality of work;

Ability to set priorities and adapt to changes;

Basic knowledge of HR Systems.

ASSETS

Interests: Work in humanitarian aid.

Transversal skills:

Ability to work well in a multicultural team;

Ability to work under pressure;

Committted to deadlines;

Effective stress management skills;

Able to check information; logical mindset;

Respectful, neutral and impartial attitude.

Requirements of Behavioral Competencies:

• Problem Solving
• Adaptability
• Result Orientation
• Independence
• Stress Resilience
• Teamwork
• Communication

PUI-AMI Employment Conditions and Benefits:

• Contract: A Fixed-Term Internship Agreement
• 32-hour work week from Monday to Friday.
• Duration of the contract: 5 months
• Monthly remuneration:  600 USD based on PU-AMIs internal salary scale
• Work-accident insurance
• Paid leaves: 2 days per month
• Paid sick leave
• Opportunities for career progression and transparent internal recruitment system for full time employee positions
• Internal trainings and capacity development opportunities
• Signed internship certificate at the end of the cooperation
• Staff wellbeing and inclusion activities

Our Commitments

PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework.

How to Apply?

Do you recognize yourself in this profile and you adhere to our commitments? Send us your CV on email: nor.hr.recruitment@premiere-urgence-lib.org until March 12th, 2025

Your CV must be in pdf.  and named: CV_LIB_01032025_Intern for HR_your first name.surname.pdf. Subject of your email: Human Resources Assistant – Intern. Only candidates who submit their application correctly will be considered.

Kindly note that PU-AMI reserves the right to screen CVs on a rolling basis, therefore it is strongly recommended to apply as soon as possible. Only shortlisted candidates will be contacted.

Please note that PU-AMI does not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please report it to us.