HR Coordinator Assistant

ABOUT THE STRUCTURE…

Solidarités International is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, S.I. takes charge of emergency and reconstruction programs.

With respect for cultures and close to the people, Solidarités International implements its programs by combining its skills with those of its employees and local managers.

Solidarités International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and Caribbean where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

SOLIDARITES INTERNATIONAL (SI) has launched its operations in Lebanon in March 2013 to address immediate needs of both Syrian refugees and Lebanese affected by the Syrian crisis. Ever since, SI in Lebanon has transitioned towards more integrated programs to still address basic needs but also implement developmental and more sustainable interventions in WASH, shelter and Disaster Risk Reduction.

SOLIDARITES INTERNATIONAL’s mission in Lebanon has two operational bases (Tripoli and Zahle) and a coordination office in Beirut.

The expatriate team consists of 14 staff members, while the national team represents about 115 staff members. At the time of writing, SI LEB budget volume amounts to roughly 15/16 M USD, Tripoli base counted for 60% of this amount and Zahle base for 40%.

ABOUT THE JOB

General objective:

The Assistant of the HR coordination supports HR Coo and Deputy HR Coo in day to day, managing general operational and administrative tasks (such as recruitment, contract management, leave and attendance management, personnel management; payroll, HR reporting etc.)

S/he is also the focal point for the whole mission regarding NSSF and insurance follow up.

He/she provides adequate support to all the expats on administrative matters i.e. visa, visa extension, liaison with government departments, tracking and updating their records.

The main challenges:

To find the proper positioning between the bases and coordination regarding proble solving and internal processes.

Be a driving force behind the monitoring and improvement of HR policies

Responsibilities and main activities:

Human Resources Administration

• Ensure that HR policies and procedures are respected and understood at Beirut Office
• Ensure that personnel files are kept up to date and deadlines respected (annual performance, contract amendments)
• Take the necessary steps with authorities if required (registering national and international personnel, submitting documents, visas/work permits for expatriates...)
• Ensure the respect of the HR monthly calendar and if necessary, relaunch and support the bases

Payroll, Tax and Social Contributions Management

• Support monthly salaries calculation and payroll processing for the whole mission in collaboration with bases and HR Coordinator by doing precheck and prefilter before Payroll validation by the HR Coo deputy or the HR Coo
• Focal point with the bases regarding registration and deregistration documents for NSSF for the mission
• Pre check of all the documentation related to Family allowances
• Update and check the monthly related HR databases and payroll variables for Beirut
• Ensure the payslip signature and archiving at time of all payrolls related documents

INSURANCES:

• Manage all the additions, deletion and change of Staff for all the bases
• Check the data of the insurance bill for Beirut
• Claims follow up for all the bases

RECRUITEMENT and BRIEFINGS

• Support the Head of Department to respect up to C1 level and follow-up the recruitment procedures and participate to the interview
• Prepare the induction planning of new employees in collaboration with his/her line manager and head of department
• Orientate new recruited employees on SI HR Policy (Internal Staffs Regulations, specifics allowances and benefits…) and explain the contents of SI HR procedures and processes
• Update the recruitment follow-up on a monthly basis 
• Organize, schedule, and conduct the HR briefing and/or induction sessions for every newcomer in Beirut Office
• In charge of HR admin briefing for expatriates (Visa, break, expats policies)

Trainings

• Ensure that all trainings attended are recorded in HOMERE (HR Software)
• Ensures that the training files (whole mission) are kept up to date and complete (Training request, ToR, invoice, attendance sheets, etc.)

Management and EAPs

• Support and evaluate team members under his/her direct supervision
• Follow-up of EAPs realizations on time.
• Perform the first review of the EAPs in Beirut Coo office on the quality of the evaluation. May be required to ask managers to review their EAPS

Archiving and Audit

• Ensure that staff personal files are kept up to date and archived according as per the proper guidelines for the whole mission
• The HR coordination assistant is the focal point at mission level regarding audit preparation. S/he is meant to ask and gather all the proper documents required for the audit.
• Ensure hard and soft archiving, as well as ensuring the security of HR/administrative documents
• Ensure that archives from bases are brought back to coordination on a regular basis

Reporting

• Update and consolidate the SI ID card needs for the whole mission and send to the logistics department
• Report to each head of department on a weekly and monthly basis Human Resources related information about their respective teams.
• Update the International Staff FU monthly and prepare the HR shuttle for HQ before HR coordinator validation
• Prepare the monthly HR reporting Pack, gather the information from the bases, check and consolidate for the whole mission and send it to HR coordinator

Communication / representation

• Work closely with and support the Administrative/HR Managers and assistants
• Report to the HR Coordinator any alerts concerning Solidarites International Staff and support the HR Coordinator in the social dialogue
• Ensure the HR data and information confidentiality

Link with authorities

• The HR coo Assistant will have to represent SI at specific ministries to carry out the necessary formalities for the regular presence of expatriates in Lebanon or any formalities required by the labor law
• HR coo assistant is the focal point with the lawyer for all matters concerning Residency and Work Permit

YOUR PROFILE

Specific skills and experience:

No specific education is required, but of course, every background in HR and/or psychology is an asset.

A previous exp in NGO is required.

Wide knowledge of NSSF and tax contributions in lebanon.

Soft skills:

Autonomy and interest in humanitarian involvement

Language: English and french

SI WILL OFFER YOU

A salaried post: 1925 USD as a basic salary

Vacation: 1.5 paid leave/month

Social and medical cover.