HR & Administrative Officer (part time - 60%)
Humanity & Inclusion (HI) is an equal opportunity employer and
particularly welcomes applications from persons with disabilities
Interested candidates may please send their resume with cover letter to the email below with “HR & Admin Officer” in the subject line.
Last date for application is 14 November 2019
Please address all applications to: [email protected]
PRESENTATION OF HUMANITY & INCLUSION
Humanity & Inclusion (HI) is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our actions and testimonies are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Humanity & Inclusion is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.
For more details on the association: https://www.hi.org
MISSION CONTEXT
The actual intervention context is characterized by remote management modalities of intervention, through Partners. Bring constant support and guidance to the teams and maintain technical quality in the frame of HI integrated approach is the main challenge to take up.
OBJECTIVES
Under the line management of the Finance & HR Manager, the HR & Admin Officer will contribute to the implementation, respect and follow up of all administrative and HR procedures and tools of HI and partners.
HR and Administrative Officer must keep all the data confidential, and share it only with the designated persons.
ACCOUNTABILITIES
Line manager: Finance & HR Manager
Line manager+1: Area Coordinator
In direct coordination with: Support services team in the hub and in coordination, Amman
RESPONSIBILITIES
Responsibility 1: Carry out the recruitment process of national staff and staff induction
Objective: Ensure that recruitment process is properly implemented within the accorded timeframe and all employees are well oriented on the hub and mission strategy, and are well aware of HR policies and procedures
Benchmark: Conformity with the recruitment process and with defined timeframe; employees understand and respect policies and procedures.
Activities:
- Prepare the vacancy announcement and publication in respect of the recruitment process;
- Perform first screening of the CVs and realize longlisting of candidates in accordance with the criteria and requirements of the job announcements;
- Contact candidates for tests and interviews and organize the required arrangements (logistics, schedule, etc.) in collaboration with logistics manager and requesting department
- Provide support to line manager in leading interviews;
- Communicate with unsuccessful candidates and inform the successful candidate and send the job offer;
- Follow-up and update the recruitment file, procedures and tools been used for recruiting (HR request, announcement, weighing tool, shortlisted CVs, Matrix, tests, interviews, job offer and positioning tool);
- Maintain an updated recruitment tracking sheet and CV database for shortlisted candidates;
- Prepare and follow up on the induction plan of new employee in accordance of the profile;
- Provide HR and administrative briefing to new employees and ensure that all new employees are aware of their rights and duties towards HI;
Responsibility 2: Carry out national and international personnel administration
Objective: Ensure that staff files are complete and staff information is followed-up
Benchmark: Quality of payroll and taxes preparations, conformity with legal provisions and internal procedures, adherence to deadlines
Activities:
- Collect list of required documents from new employee and open new employee file and maintain its regular update;
- Prepare social security and income tax declarations for new staff and maintain updated records;
- Send on a monthly basis the taxes compilation table to line manager for validation and submission to Lebanon mission;
- Liaise with Finance Lebanon on CNSS and income taxes payment and keep records of payments and supporting documents;
- Liaise with HR Lebanon mission for registration and cancellation of staff member to and from MOF, CNSS and for application for work permit when needed;
- Follow up on health insurance registration/cancellation (employee in and out);
- Update and follow up the national staff presence and leaves;
- Prepare HR contracts and amendments and submit to line manager for validation before signature by Head of Mission;
- Maintain an updated follow up on contracts, probationary period and appraisals;
- Follow up on medical reimbursement for staff with the health insurance company;
- Maintain the update of employees’ files and provide monthly scanning of all HR files;
- Ensure appropriate filing of national and international staff documents;
- Prepare end of contracts documents of national staff (exit interview, final settlements documents, etc.);
- Contribute to the filing of expatriate files (residency permit, work permit, mission order, end of mission);
- Assist in the preparation of any required report;
Responsibility 3: Carry out the performance management process and staff development plan (evaluation, training, team building)
Objective: Ensure that the performance management process and staff development and training policy are followed –up and implemented
Benchmark: Proper and timely performance evaluation, staff development plan is implemented, compliance with policies, Team building plan is in place and implemented
Activities:
- Follow up on staff appraisal regular campaigns (mid-yearly and yearly) and irregular appraisals (probationary, end of fixed term contracts, end of contract, change of line manager);
- Make sure that staff appraisal and objectives are timely done and properly documented;
- Collect the staff training needs for coordination approval and budget allocation;
- Define training providers and develop database in collaboration with logistics and requesting line manager;
- Implement and follow up the hub approved training plan and follow up on documentations and sources of verification;
- Maintain an updated Training Follow up (internal and external training) and ensure proper archiving of the documents (training requests, attendance list, certificates, outlines, etc.);
- Organize team building activities in collaboration with logistics and Line manager;
Responsibility 4: Follow up the HR and Administrative aspects of partners
Objective: Ensure the follow-up of HR management of partnerships
Benchmark: Complete compiling of partners’ HR files, updated organizational charts, systematic archiving of partners’ staff files;
Activities:
- Ensure that all HR supporting documents are received on time and updated regularly/when needed;
- Update the HR Database of partners’ staff, and share it on a regular basis with Finance, program team and line Manager;
- Ensure that all partners’ HR documents are well archived (contracts, work statements, organizational charts, job descriptions, CVs, etc.) and provide copies of HR contracts to Finance assistant for financial archive.
- Ensure the respect of HR and administrative procedures and provide feedback to line manager on partners’ compliance and possible improvements (capacity building, follow up, additional support, etc.);
- Support the partner to roll up job descriptions and policies for their HR management;
- Provide support in the roll up of safeguarding policies (child protection policy, PSEA and Code of Conduct) in collaboration with program, compliance and MEAL departments;
- Provide support in translating HR and administrative supporting documents of partners (attendance sheets, explanation letters, contracts, etc.);
Responsibility 5: Responsible of general administrative work
Objective: Ensure all administrative support is provided to staff and the smooth flow of information among the team
Benchmark: Documents are updated and shared, Quality of monthly SitRep, support provided in administrative work
Activities:
- Follow up and update the hub leave calendar, organizational chart;
- Share the hub organizational chart and contact list with HR coordination on a monthly basis;
- Collect document for visa requests for all staff (national and expatriate) and submit to relevant parties (Lebanon mission or coordination);
- Responsible for the issuance and overall filing of administrative documents (memo, circulation, etc.);
- Participate to the redaction of the monthly Situation Report and send to line manager;
- Participate actively to meeting (weekly team meeting, support meeting, and meeting with partners, etc.);
- Provide support in collecting, checking and archiving of all documents requested for any spot check and audit;
- Support the Finance & HR Manager in any other task related to HR or administrative work of HI and its partners in addition to audit and yearly reports.
Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.
REQUIREMENTS
Education and Experience:
- Bachelor’s degree in a relevant field: Human Resources, Accounting, finance.
- At least 1 year of professional experience as officer in HR, Finance, Administration
- At least 1 year of experience in NGO/INGO
Professional and Personal Skills:
- Autonomous, rigorous and precise, attentive to details
- Ability to deal with priorities and deadlines and to work under pressure
- Diplomacy, ability to work collaboratively in a team
- Strong interpersonal and intercultural skills
- Strong communication and reporting skills
- High level of motivation and proactivity
- Strong organizational skills
Computer Skills:
- Excellent knowledge in Microsoft office (Excel, Word, Outlook and power point).
Language:
- Fluency in oral and written English is compulsory;
- Fluency in oral and written Arabic is compulsory;
- French would be an asset
HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Sexual Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.
JOB CONDITIONS
- Remuneration: according to HI salary grid
- Starting date: as soon as possible
- Duration/ Type of contract: 6 months renewable based on a project timeline and performance
- Others: Health insurance
Humanity & Inclusion (HI) is an equal opportunity employer and
particularly welcomes applications from persons with disabilities
Interested candidates may please send their resume with cover letter to the email below with “HR&Admin Officer” in the subject line.
Last date for application is 14 November 2019
ملاحظة:
دليل مدني، شبكة المجتمع المدني، يوفر للمنظمات منصة لنشر الوظائف, وليس مسؤول عن عملية التوظيف. كل منظمة مسجلة على دليل مدني هي مسؤولة بشكل فردي عن منشوراتها وعن عملية التوظيف.
- Lebanon
- بيروت