Human Resources Officer

 

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious Humanitarian NGO. Its objective is to provide a comprehensive response, in line with humanitarian principles and applying both needs based and rights based approaches, to conflict affected populations. PU-AMI promotes humanitarian access and dialogue with all components of the civil society and reinforces the capacity of each vulnerable community (refugees, vulnerable host community) to become self-reliant and resilient, by responding to immediate needs and strengthening their socio-economic empowerment.  

 

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 Water, Sanitation and Hygiene, in Shelter Rehabilitation, Protection, and Health and in Livelihood Recovery sectors.

 

SUPERVISION

Under the direct supervision of

Human Resources Manager

under the technical supervision

Human Resources Manager

Human Resources Coordinator

under the overall supervision

Head of Mission

in supervision of

None

OVERALL MISSION

1. GENERAL OBJECTIVE

The Human Resources Officer supports the Human Resources Manager in all the activities related to human resources management at the coordination office. S/he also supports and follows up on the good HR practices and cross cutting tasks at mission level.

2. RESPONSABILITIES AND TASKS

1. CONTRIBUTE TO THE HR MANAGEMENT OF LOCAL PERSONNEL1.1. Recruitment and Integration of Personnel:

4. Ensure that the recruitment policy and guidelines are being implemented and respected;
5. Support in publishing job vacancies online;
6. Support, if needed, in receiving, filing and archiving the resumes received on the recruitment email address and transfer them to recruiters;
7. Take part in 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;
8. Take part in recruitment processes whenever requested (i.e. shortlisting, communication with candidates, interviewing, reference check, preparing recruitment analysis table, and sharing recruitment files for valdiation);  
9. Prepare, compile, review and share mission’s documents on a weekly basis (i.e. rec job announcements, ruitment follow up, etc.);
10. Support the line manager in providing HR briefings to newly recruited personnel when needed;
11. Brief new joiners about the insurance benefits and follow up on their enrollment to all related insurance policies;
12. Support, if needed, in the preparation, follow up and finalization of tool(s) of the induction plan with the recruiting manager and concerned staff as well as availability of administrative equipment.

 

1.2. Employment Contractual Documents:

4. Prepare contracts, amendments and agreements of local personnel, and ensure that the latter is aware of contract/agreement terms & conditions;
5. Support, if needed, in ensuring that HR files are complete and updated with all necessary contractual documents;
6. Follow up on the contract/agreement ending dates and notify line manager ahead of time;
7. Support in preparing documents related to end of employment contract as per HR guidelines.

 

1.3. Follow up on Performance Evaluations and Skills Development:

4. Support, if needed, in sending the appraisal template to employees and line managers;
5. Support, if needed, in following up on the staff performance evaluation as per due dates, adjusting relevant tool(s) with updated information and informing line managers accordingly;
6. Review the performance appraisals;
7. Support the line manager in highlighting identified skills and any attention point to be improved;
8. Support the line manager in identifying training(s) as per the determined needs and organizing trainings;
9. Support in updating the concerned tools and keep track of all trainings conducted by personnel.

 

2. CONTRIBUTE TO THE HR MANAGEMENT OF EXPATRIATES

4. Support the line manager, if needed, in the initiation, follow up and finalization of all requirements related to the work permit and residency permit processes;
5. Follow up on the validation of expatriates’ leave requests;
6. Support in updating the content of dedicated tracking tool(s), and inform the line manager on the validity status and upcoming ending/expiry dates;
7. Support, if needed, in creating HR file for expatriates and ensure that it is regularly updated.

 

3. ADMINISTRATIVE MANAGEMENT & FOLLOW UP

4. Support, if needed, in following up on personnel’s monthly attendance with line managers;
5. Support, if needed, in preparing and following up on relevant tool(s) (i.e. attendance sheets, leave requests, order of missions, etc.);
6. Support, if needed, in keeping track of the personnel leaves and update concerned tools and system(s) accordingly;
7. Support, if needed, in collecting, conforming and archiving timesheets (signed PDF, excel).

 

4. ARCHIVAL OF HR FILES

4. Support, if needed, in maintaining and ensuring the completion and archival of all supporting documents/tools of the recruitment processes as per Recruitment Guidelines;
5. Support, if needed, in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);
6. Support, if needed, in archiving attendance tool(s) (i.e. attendance sheets, leave requests, order of missions, certificates, etc.);
7. Suport, if needed, in archiving legal documents in personnel files and update relavant tools and systems accordingly;
8. Support, if needed, in managing the physical and electronic archival of personnel files as per HR Guidelines;
9. Support, if needed, in organizing and ensuring availability of all required personal and contractual documents in concerned files.

 

5. REPORTING

4. Keep track and provide accurate and updated HR reports/systems on a regular basis and as per needed (i.e. HR Database/Payroll, HR Pack, HRMS, organizational chart(s), insurance claims, tracking tools, newsletter, etc.);
5. Support, if needed, in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);
6. Support the line manager in the preparation of any internal/external HR audit;
7. Report to line manager any concerns, and/or challenges/obstacles faced;
8. Support the line manager in sharing HR updates and/or information with other personnel through possible communication channels (i.e. meetings, emails, HR board, etc.).

 

6. PREPARATION OF HR PAYMENTS 

4. Create and update personal and contractual data of employees on the relevant tools & systems;
5. Prepare salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable on the relevant tools and systems;
6. Prepare expatriates’ per diems at the beginning of each month and security envelopes when needed;
7. Support in the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance.

 

7. FOLLOW UP ON LEGAL ASPECTS 

4. Support, if needed, in the preparation the NSSF HR files for personnel on a monthly basis;
5. Support, if needed, in the follow up with concerned personnel on the signature of documents;
6. Review and transfer files and request(s) of personnel to relevant parties.

 

8. CROSS-CUTTING TASKS AT MISSION LEVEL

4. Act as a focal point with insurance companies to forward insurance updates, review invoices, submit the enrollment request updates and handle staff requests, concerns and inquiries;
5. Support the line manager in implementing technical updates on all HR system(s)/tools as per needs and request(s) from line manager;
6. Support the line maanger, if needed, in receiving and compiling common HR tools from bases, and share finalized mission’s tools (i.e. related to: recruitment, skills development, Database, etc.);Support, if needed, in receiving documents/certificates from the bases and follow up on its validation/signature (i.e. contracts/amendments, NSSF, certificates, etc.);
7. Support the line manager in the initiation, follow up and finalization of all requirements related to the work permit and residency permit processes for local and expatriate staff;
8. Support the line manager in providing guidance to HR base personnel on the use of HR system(s)/tools;
9. Provide suggestions to improve and increase the efficient use of HR tools;
10. Contribute to the development of tools that efficiently and effectively support the policies/guidelines;
11. Support the line manager in updating and implementing the HR Guidelines and tools across the bases.

 

9. DUTIES APPLICABLE TO ALL HR PERSONNEL

4. Respect and comply with the organization’s Policies, Code of Conduct and Charter;
5. Maintain confidentiality of HR information;
6. Respect and comply with the HR Policy and use of Guidelines;
7. Support line manager in the implementation and respect of HR Policy and Guidelines among personnel;
8. 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.

4. PRIORITIES OF THE DEPARTMENT
5. Take part in the ongoing recruitments;
6. Participate in identifying training opportunities and organizing trainings;
7. Ensure that HR files are backed up on server;
8. Take part in initiating an HR internal audit;
9. Act as insurance focal point.

 

 

QUALIFICATIONS

Mandatory requirements

4. Language skills: Fluent in Arabic and English (speaking and writing);
5. Education degree: Relevant university degree in Human Resources;
6. Work experience: 2 years of experience in Human Resources Management in NGO;
7. Computer skills: Good knowledge and self-supported in Microsoft Office;

 

4. Others:

• Excellent communication and listening skills;
• Excellent organizational skills and time management skills;
• Detailed oriented;
• Ability to provide high quality of work;
• Ability to set priorities and adapt to changes;

• Autonmous;
• Ability to take initiatives and deal with challenges;

• Good analytical and problem solving skills;
• Good knowledge of HR Systems;
• Basic knowledge of Labor Law and NSSF/Income tax.

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4. Interests: Work in humanitarian aid.
5. 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.