Human Resources Assistant

HUMAN RESOURCES ASSISTANT

JOB DETAILS

LOCATION: Beirut

CONTRACT TYPE: Fixed Term

JOB FAMILY: Human Resources

ONE OXFAM GRADE: E  ZONE: 1

DEPARTMENT: Human Resources GLOBAL PROGRAMMES

TEAM: Lebanon Support Team

SALARY:

HOURS: 40 (FTE)

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

TEAM PURPOSE: The purpose of the Human Resources team is to support Country Office with meeting

the business needs through providing service and support in the relevant disciplines including but not limited to Recruitment and Selection, Induction and onboarding, Health & safety, Staff Welfare, Employee Relations, Rewards and Systems, compliance with the Organizational policies and the law of the country, Learning and Development, capacity building and support to the Human Resource staff in the Partner Organization and Performance Management.

JOB PURPOSE: The postholder will provide support to the HR team to maintain a fair, equitable and positive work environment for all employees in support of the values and goals of Oxfam.

JOB REPORTS TO

Senior Human Resources Officer

ROLES REPORTING TO THIS JOB

NA

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

Based in Beirut, covering Beirut, Tripoli and Zahle

KEY STAKEHOLDERS

HRBP, Staff Members, and external stakeholders

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

• Apply the HR policies and procedures as per the Lebanese Labor Law.
• Assist with filing, organizing, and maintaining employee records and documentation to ensure smooth and  efficient HR operations .
• Attend meetings where HR presence is required.
• Makes sure all staff has the appropriate contract, and personal files are kept up to date at all times.
• Handle and process medical claims for staff in a confidential manner.
• Assist in data entry and proper follow up on leave management and administration of staff and personnel

Perform other administrative duties as needed. Resourcing and On Boarding

• To provide support in the recruitment process as needed. Ranging from placing advertisements, arranging interviews, technical tests, and references.
• Enter the data into the HR data base and personal files and keep them up-to date in order to facilitate HR processes management (create new employee; edit the employee info; update the employee info; etc)
• Keep a recruitment tracking sheet up to date
• Ensure that inductions of the new recruited are planned with relevant line managers and are in line with Oxfam standards

Leavers and Exit Procedures

• Ensure the leavers procedures are followed, and leaver’s form is completed.
• Ensure all Oxfam assets are returned (ID card, Access card, Laptop/accessories, etc…) and ensure there is no pending financial liabilities on the leaver

CORE DIMENSIONS

• Continual learning via, research, mentoring and self-investigation to ensure understanding of legislation, Oxfam policies and processes.
• Assist the HR team with tasks as required
• Provide a high level of customer service
• Work accurately to a high standard in a time pressured environment

PERSON SPECIFICATION

Most importantly, every individual in Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and

EQUALITY (read more about these here)

• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and

your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity."

2. Be committed to undertaking Oxfam’s

safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

ESSENTIAL

• Self-Awareness
• Mutual accountability
• Relationship building In addition:
• 1 - 2 years of experience in human resources; Professional experience with INGOs/NGOs and/or international experience is a plus;
• Experience in managing Human Resource Information systems for large numbers of staff
• Up to date with Lebanese payroll legislation and processes i.e. tax, national insurance and statutory payments
• Proficient and attention to detail
• Good planning and organisational skills and ability to meet deadlines
• Proficient in the use of Microsoft Office (Word & Excel)
• Excellent communication skills – written and spoken
• Able to demonstrate initiative and flexibility
• Team player with excellent interpersonal skills
• The ability to work under pressure and with employees from all levels.
• Written and Spoken fluency in English and Arabic is required.

SAFER RECRUITMENT: Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.