Human Resources Assistant
Kindly submit your cover letter along with your curriculum vitae to the e-mail: [email protected], mentioning the job title in the subject.
Any Email that does not contain a title will be automatically discarded.
Due to the acute need to fill this position, PU-AMI reserves the right to close this vacancy earlier than stated.
1-CONTRIBUTE TO THE HR MANAGEMENT OF LOCAL PERSONNEL
1.1-Recruitment and Integration of Personnel:
- Ensure that the recruitment policy and guidelines are being implemented and respected;
- Publish job vacancies online;
- Receive, file and archive the resumes received on the recruitment email address and transfer them to recruiters;
- Be the focal point for 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;
- Prepare, compile, review and share mission’s documents on a weekly basis (i.e. job announcements, recruitment follow up, etc.);
- Assist in the preparation, follow up and finalization of tool(s) of the induction plan.
1.2-Employment Contractual Documents:
- Assist in the preparation of contracts, amendments and agreements of local personnel;
- Ensure that HR files are complete and updated with all necessary contractual documents;
- Follow up on the contract/agreement ending dates and notify line manager ahead of time;
- Assist in the preparation of documents related to end of employment contract as per HR guidelines.
1.3-Follow up on Performance Evaluations and Skills Development:
- Assist in following up on the staff performance evaluation as per due dates, adjusting relevant tool(s) with updated information and informing line managers accordingly;
- Assist the line manager in updating the concerned tools and keeping track of all trainings conducted by personnel.
2-CONTRIBUTE TO THE HR MANAGEMENT OF EXPATRIATES
- Support the line manager in following up on the validation of expatriates’ leave requests;
- Update the content of dedicated tracking tool(s) and inform the line manager on the validity status and upcoming ending/expiry dates.
3- ADMINISTRATIVE MANAGEMENT & FOLLOW UP:
- Follow up on personnel’s weekly and monthly attendance with line managers;
- Prepare and follow up on relevant tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
- Keep track of the personnel leaves and update concerned tools and system(s) accordingly;
- Prepare and ensure the availabilty of valid administrative equipment for staff (i.e. access cards, business cards, insurance cards, etc.).
4- ARCHIVAL OF HR FILES
- Maintain and ensure the completion and archival of all supporting documents/tools as per Recruitment Guidelines;
- Assist the line manager in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);
- Archive attendance tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
- Archive legal documents in HR files and update relavant tools and systems accordingly;
- Manage the physical and electronic archival of personnel files as per HR Guidelines;
- Organize and ensure availability of all required personal and contractual documents in concerned files.
5- REPORTING
- Support the line manager in keeping track and providing accurate and updated HR reports/systems on a regular basis and as per needed;
- Support in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);
- Support the line manager in the preparation of any internal/external HR audit;
- Report to line manager any concern, and/or challenges/obstacles faced.
6- PREPARATION OF HR PAYMENTS
- Support in preparing salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable;
- Support in preparing expatriates’ per diems at the beginning of each month and security envelopes when needed.
7- FOLLOW UP ON LEGAL ASPECTS
- Prepare the NSSF HR files for personnel on a monthly basis;
- Follow up with concerned personnel on the signature of documents;
- Receive and transfer files and request(s) of personnel to relevant parties.
8- CROSS-CUTTING TASKS AT MISSION LEVEL
- Assist the line manager in the communication with insurance companies in regards to insurance updates and handling staff requests, concerns and inquiries;
- Receive documents/certificates from the bases and follow up on its validation/signature (i.e. contracts/amendments, NSSF, certificates, etc.).
9- DUTIES APPLICABLE TO ALL HR PERSONNEL
- Respect and comply with the organization’s Policies, Code of Conduct and Charter;
- Maintain confidentiality of HR information;
- Respect and comply with the HR Policy and use of Guidelines;
- Support line manager in the implementation and respect of HR Policy and Guidelines among personnel;
- 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.
Mandatory requirements
Language skills: Fluent in Arabic and English (speaking and writing);
Education degree: University degree in Human Resources or relevant field;
Work experience: 1 year of experience in Human Resources Management or relevant field;
Computer skills: Good knowledge and self-supported in Microsoft Office;
Others:
- Good communication skills;
- Excellent organizational and time management skills;
- Detailed oriented;
- Ability to provide high quality of work;
- Ability to set priorities and adapt to changes;
- Basic knowledge of HR Systems.
Assets
Interests: Work in humanitarian aid.
Transversal skills:
- Ability to work well in a multicultural team;
- Ability to work under pressure;
- Committed to deadlines;
- Effective stress management skills;
- Able to check information; logical mindset;
- Respectful, neutral, and impartial attitude
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
- بيروت