HR and Support Assistant in Zahle to work 4 days per week.

Job Announcement:

Terre des hommes - Lausanne is seeking a qualified HR and Support Assistant in Zahle to work 4 days per week.

Duration: One year with possibility of renewal based on performance and budget approval.

Reporting directly to: Human Resources Manager with dotted line reporting to the Logistics Officer

Job Purpose / Main Functions:

The HR and Support department of Tdh Lebanon works to develop and maintain many internal systems necessary for perfect communication and work. It assists the delegation in carrying out support services including but not limited to assisting the logistics department in the aim of enhancing relationships with suppliers and ensuring equipment maintenance, assisting the Human Resources department in providing the delegation with technically skilled and personally motivated staff that work to improve the lives of children and their families, and assisting the finance department with day to day finance activities. This role will support the department by ensuring smooth operations and administration of day to day business of the HR and Support Department.

Job Duties and Responsibilities:

Human Resources:

1. Recruitment Duties:

• Support the HR Manager with the overall recruitment process including but not limited to:

• Posting the job vacancies on recruitment platform (Al Daleel Al Madani or Manatal).
• Screening CVs for Grade 3 and below based on minimum requirements of the position.
• Communicating initial shortlist with the committee.
• Sending out technical tests.
• Coordinating for the interviews with the committee members and the candidates.
• Coordination and Following up on the selected employees’ induction process especially at Bekaa Office.

2. Talent Management Duties:

• Support the HR Manager in following up on the performance management process including probationary reviews, annual reviews and end of contract reviews.
• Ensure that all finalized performance reviews are signed by the line manager and the employee before placing it in the personnel file.
• Review all finalized performance reviews and update the training excel sheet based on the development needs and training requests identified in the reviews.
• Assist the HR Manager in identifying training opportunities especially for Staff in Bekaa Area.
• Assist the HR Manager in Staff care activities, and Staff events.

3. Administrative Duties :

• Responsible for the dissemination and collection of all documents related to the HR Files of Bekaa Office Employees.
• Responsible for the collection of all staff information related to timesheets and leave.
• Support all aspects of the HR Department through administrative support as needed (i.e. preparing PWARs).
• Handle the payroll slips for teams in Beirut and Bekaa.
• Handle the employment contracts’ preparation for the Bekaa Office employees as well as ensure signature of new employees on all HR related documents before sending them to Tyre office to be placed in the personnel files. be placed in the personnel files

4. Termination Process Duties :

• Implement the exit process for departing staff, Termination letters, clearances, payments, etc especially for Bekaa Office Employees.
• Conduct Exit interviews where needed.
• Support, where possible, in the statistical reports around Exit interviews.

5. General Management :

• Provide clear information, feedback and support to the HR Manager, raising issues as needed and working together to promote a strong team. 
• Ensure clear positive communication with all members of the HR Department and the Organization especially Bekaa Office employees.

• Maintain an organized style of work, making suggestions to the HR Manager concerning improvements that could be made to the HR systems and processes.

Logistics & Finance Duties :

• Responsible for the maintenance of daily stock documentation / records as per TDH and donor requirements.
• Support in identifying and quantifying the needs for centralized purchases, in coordination with the teams.
• Support the drafting of Procurement documentation, in line with internal and donors’ guidelines ( PSR,PWAR,order form and delivery notes).
• Responsible for checking the quality of stocks received and storage conditions; monitoring expiry date of stocks and reporting these in monthly reports.
• Responsible for the safe and efficient transportation of staff and materials for zahle base needs (log book, daily movement plan, weekly vehicle checkup).
• Verify goods’ specifications with Procurement officer and completing appropriate documentation.
• Ensure the good functioning and maintenance of the office.
• Verifies compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines (Request for Quotation).
• Responsible for collecting Administrative supportive documents from the staff in the Bekaa Office with the coordination of Administrative Assistant in Beirut office.
• Responsible for completing the collection of supportive documents as per the financial checklist (PWAR, PSR, INVOICE, RECIPT, Cash letter signed from supplier, LOG procurement papers).
• Responsible for following on the payments in Bekaa Office (office expenses).
• Responsible for the settlement of the Delivery Notes with staff according to the PSR or PWAR:
  1. Ensure that the delivery notes forms are signed by the beneficiaries.
  2. Make sure the quantity in PSR/PWAR requested is in line with the distributed one.

Supervision:

• Responsible for supervising the cleaner in Bekaa Office and overseeing the working schedule and attendance.

Organizational Policies:

• Respects the Tdh Child Safeguarding Policy (CSP) and its principles of child protection, ensuring the policy’s implementation and prompt notification of the CSP Focal Point with any information regarding potential breaches of the policy;
• Is aware of, abides by and promotes the practices and values set out in all other Tdh policies and procedures such as the Internal Regulations, Standard Operating Procedures and other policies.
• Undertake all other duties that may be requested by the line-manager and that are compatible with the job.

Job requirements:

• Academic Background: Bachelor’s Degree in Business Administration.
• Experience: 1 to 2 years’ experience in an administrative/support position.
• Professional competencies:
  • Knowledge in HR activities
  • Knowledge in Basic Finance activities
  • Knowledge in Procurement activities
• Organizational Competencies:

Personal, Social and Leadership Competencies (PSLC):

• Self-management: Manages oneself, time and priority, shows flexibility, availability and adaptability. Self-developing, Identifies and expresses development needs.
• Communication and interaction: Communicates in a clear, concise, responsible way and constructive way. Listens Actively. Manages conflict.
• Teamwork: Shows solidarity. Cooperates to achieving goals. Supports colleagues. Uses a collaborative attitude within and outside the department. Creates Trust.
• Mission orientation: Respects the values defined, Courage, Ambition, Respect and Commitment. Represents the Mission of Tdh and contributes to it. Acts in Tdh interest.

Technical and methodological competencies (TMC) :

• Respect for the institutional framework: Knows and respect Tdh working framework. Knows and applies the business management policies. Reports any incidents or violations. Applies security guidelines.
• Innovation & Development: Stays informed on any innovation in the field of work, contributes to their development, shares into good practices. Shares knowledge and helps to develop colleagues.
• Quality & Reporting: Manages information and staff data, generates reports and respects reporting guidelines. Collects necessary information for professional activities and monitors self-tasks and goals.
• Language & Computer skills: Proper usage of languages that are useful for the job: English and Arabic. Good writing skills. Proper usage of tools and application that are activity specific: Microsoft office.
• Other Skills:
  • Organizational skills
  • Time management: ability to meet deadlines and multi-tasking
  • Cross cultural awareness and sensitivity
  • Tolerance and acceptance of diversity

Tdh Foundation, Lausanne has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries.  Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours).  Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff.