Human Resources (Hr) & Information Management Coordinator

Posting Name: Mercy-USA for Aid and Development Position/Job Title: Human Resources (HR) & Information Management Coordinator Contract Type and Term: Full-time contract for 12 months               Expected Start Date: 1/8/2017 Office Location: Tripoli, North Lebanon Task Division: 50% Information Management, 50% Human Resources   The Role: To develop, coordinate and direct the information management systems existing and developed by the IM and HR units in Mercy-USA Lebanon to improve internal data controls in both departments and improve their management and flow of information internally and for external purposes where required.   In IM, The Coordinator must develop, design and implement for each Country Office under its supervision a clear and comprehensive Information Management strategy and monitoring plan which are in line with Mercy-USA policies and keep in mind global IM frameworks as well delivering on the below activities outlined:   Play a key role in the streamlining of internal information management processes in the Mercy-USA offices through training and assistance with establishment of relevant guidelines and procedures. Contribution to the development and implementation of a dissemination strategy for all information products (e.g. reports, data, and maps) through appropriate media, as agreed and per strategy set. Ensuring each Country Office under its supervision has appropriate Information Management capacity that is constantly improving and being developed. Using global data standards, and where appropriate, the establishment of country-specific common data standards to be adopted.  Ensure effective data management focusing on the achievement of the following results: Ensures availability of updated information for informed decision making by Mercy-USA by consistently updating and maintaining the existing databases. Supports creation of new databases to meet the information requirements of Mercy-USA and the relevant stakeholders. Improve the effectiveness of the databases by making them more user friendly and error free by continually improving and being open to comments and criticisms. Analyze and interpret data and participate in the ongoing report preparation and dissemination. Acquire data from primary or secondary data sources and maintain databases/ data systems. Review and identify gaps on the existing information sharing system and facilitate the implementation of practical solutions to the gaps. Develop data collection tools, setup appropriate data collection methodologies, design and implement database systems for data management and analysis purposes while supporting M&E Unit. Acts as the first line support for all database related requests from internal users, in particular related to the following core databases: Who Does, What, Where, When Assessment registry Beneficiary Database Needs database Community Profiles Other relevant databases as determined Provide emergency response information management support to country operation. Work with Program Managers and the M&E department in preparation of internal and external updates and reports. Create mapping products focusing on the achievement of the following results: Creates attractive maps using GIS or ProGres and other mapping tools using Mercy-USA templates and styles, ensuring that they are appealing and adequately detailed, and effectively communicating key information to users. Promptly attends to the requirements of stakeholders by disseminating mapping and other products through suitable media, i.e, print, email, etc. as well as ensuring usability for reports Effective contribution of maintaining a repository of important raw data such as geo-datasets and other similar databases. Ensures effective digital designing support focusing on the achievement of the following results: Creating and designing graphic elements and reports using Mercy-USA standard styles and guides. Effectively representing information through graphical media, i.e, graphs, charts, presentations etc., using advanced designing programs, ensuring their attractiveness and effectiveness in communicating key messages. Maintain and improve the layouts of reporting and presentation templates using graphic design programs ensuring consistency in look and ease of navigation. Facilitate staff's ability to use existing and emerging technology to achieve organization's mission and objectives Support the lead development of electronic data collection platform such as using KoBo Collect or similar/internal programs for assessment data collection, train enumerators on the data collection system and remotely facilitate its implementation or Support the Communications Director in providing suitable content to be used on relevant web platforms including Mercy-USA website, Facebook, Instagram and Twitter as well as providing overall quality control to ensure Country Office content is current, comprehensive and follows relevant metadata standards. Support the production and update information products such as reports, charts and infographics by turning data into graphical products to convey messages and storyline; develop advocacy materials including posters, presentations and other visual materials. Ensure coordination with IM sector focusing on the achievement of the following results Attend IM Working Group Meetings and maintain relationships with IM sector leads in UN and other partner agencies  Assess and determine capacity of Mercy-USA Country Office to support in rapid assessments, inter/multi-sector assessments which include planning, indicator and questionnaire development support, client management, data analysis, trainings and data compilation, aggregation and dissemination on per case basis. Ensuring Mercy-USA is meeting its interagency obligations to provide updated data, reporting (on ActivityInfo, RAIS in Lebanon) and relevant support to the varying program managers to report to relevant sectors including the IM sector. Ensure facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results: Ensuring each Country Office under its supervision has appropriate Information Management capacity that is constantly improving and being developed. Using global data standards, and where appropriate, the establishment of country-specific common data standards to be adopted. Identification and promotion of different systems and applications for optimal content management, knowledge management and sharing, and information provision. Organization of training for the Mercy-USA staff and partners on IM tools etc. Synthesis of lessons learned and best practices directly linked to IM management Sound contributions to knowledge networks and communities of practice.   In HR, Director must support and manage the development of policy as well as direct and coordinate human resources activities, such as employment, compensation, labor relations, benefits, training, and employee services by performing the following duties for staffing requirements for the Mercy-USA Lebanon, Turkey and Syria offices through the following expected activities listed below.   Develop, design or implement HR information management systems easing HR processes per HR policies and procedures in place. Analyze wage and salary reports and data to determine competitive compensation plans. Support Country Director or his representative in consulting legal counsel to ensure that policies comply with Lebanese local laws as well as attending any relevant legal hearings related to staff. Develop and maintain a human resources system that meets top management information needs. Oversee the analysis, maintenance, and communication of records required by law or local governing bodies, or other departments in the organization related to staff and personnel. Identify legal requirements and government reporting regulations affecting human resources functions and ensuring policies, procedures, and reporting are in compliance Support department heads in the recruitment, interviewing, testing, and selection of employees to fill vacant positions. Plan and implement new employee orientation programs to foster positive attitude toward Mercy-USA goals. Develop and manage benefits programs such as life, health, and dental insurance, pension plans, vacation, sick leave, leave of absence, and employee assistance. Keep records of benefits plans participation such as insurance and social security plans, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and employee statistics for government reporting. Support department heads in responding and handling all staff complaints. Advise management of the appropriate resolutions to employee relations issues. Respond to personnel queries regarding policies, procedures, and programs. Develop and manage performance review program to ensure effectiveness, compliance, and equity within organization. Develop and manage salary administration program to ensure compliance and equity within organization. Investigate accidents and prepare reports for insurance carriers where necessary. Coordinate Safety and Security Committee meetings and acts as Safety and Security Coordinator. Prepare, maintain and follow-up on all safety and security procedures while coordinating these with the relevant official bodies and UN agencies.  Support Country Director or his representative in preparing a budget for human resources operations as well as security and personnel safety budget requirements. Prepare employee separation notices with related documentation, and ensure support staff conduct exit interviews to determine reasons behind separations. Prepare reports and recommend procedures to reduce absenteeism and turnover. Maintaining the confidentiality of records including maintaining employee records, ensuring personnel files are updated and reviewed every 6 months, timely collection of personnel timesheets and time stamp review, supporting in the processing of wages on a monthly basis and maintaining records of absence, vacation and punctuality. Reviewing and maintaining confidentiality of benefits programs, salary programs and packages procured to each staff member at the time of hire. Maintaining applicant records including CVs, IDs and other relevant documentation. Supporting in the preparation and advertisement of job descriptions with support from the hire department manager. Ensuring support staff respond to job related inquiries and relevant emails in timely manner. Upholding Mercy-USA HR policies, procedures and requirements as well as maintaining the relevant values and mission. Minimum Hiring Requirements: At least 2 years’ experience providing HR management support or direct HR management At least 1 year experience with managing a staff. At least 3 years’ experience providing Information Management support within a company or organization. Excellent command of oral and written English. Must be fluent in the Arabic language. French language proficiency an asset. Understanding of the Lebanese laws and policies around employment and management of operations/businesses an asset. Willingness to learn a must. Comfort with public speaking. Previous experience working with local, international NGO’s or government agencies an asset. Previous experience with security and safety planning within a humanitarian setting an asset. Previous experience providing IM support within a humanitarian context an asset. Experience and/or knowledge using the following programs a must: ArcGIS, MapInfo, SPSS, EpiInfo6, SQL Server, and/or proGres. Experience with HTML, PHP, ASP and/or Java is an asset. Experience with web design, software development and programming an asset.   Competencies: Corporate Competencies: -Demonstrate integrity and respect to M-USA values and mission. -Display cultural, religious, racial, gender, age and nationality sensitivity and adaptability along with respect to all. -Promote vision, mission and strategic plan of M-USA in Lebanon. -An honest team-player with strong interpersonal skills. Functional Competencies: -Accurately completes and organizes multiple tasks by taking into account priorities and deadlines along with potential interruptions. -Ability to identify program challenges and plan and communicate alternatives for smooth implementation of programs. -Builds and establishes proper and organized relationships with management, staff, partners and IP’s as required.  Knowledge Management and Learning: -Ability to familiarize self with new areas and people. -Ability to deal with day-to-day stresses, complaints and field level security concerns that may arise -Ability to use tools provided with little direction -Ability to build new relations with individuals on the field in a comfortable and safe way. -Ability to differentiate between personal and business relations on the field. Self-Management: -Self-motivated, quick learner with an initiative to perform well and beyond expectations -Calm and well-mannered under pressure -Quick response to urgent requests for information. -Takes and responds well to feedback -Open to opposing and various opinions -Energetic and positive about the work being conducted -Focused on results and meeting deadlines. Requirements for Consideration: Submission Deadline: July 14th, 2017 at 12 pm  I.    Resume (CV)  II.   Cover Letter  III.  ID  IV.   Police Report must be provided at request Please send your expression of interest along with resume and cover letter to: musalb@mercyusa.org and please refer your questions to the same email.   Notes for consideration:   Local applicants only.  Female applicants are encouraged to consider applying for this position. Looking for hard-working and dedicated team member that would be an asset for M-USA. Mercy-USA offers competitive salary and benefits packages based on hiring procedures/terms and Lebanese laws.