Human Resources Officer (Lebanon)

Organization’s Mission:

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Handicap International is changing his name and becomes «Humanity & Inclusion». HI, humanity & Inclusion is an independent and impartial aid and development organization with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

For further information about the association: www.hi.org

Position’s mission

The HR officer will carry out efficient and adequate administration of the national and expatriate human resources implemented in the country, follow up and monitor the right implementation of HI policies and procedures within legal framework. 

Reports to: Lebanon HR Manager

Interacts with:

• Affiliated country: Log team, finance and accounting team, and projects teams
• Regional program: HR Partner/Personnel Development, HR Partner/Personnel Administration 

Missions / Responsibilities

Responsibility 1: Carry out the administrative management of the national personnel

• Update and follow up the national staff contracts and database
• Prepare national staff payroll in coordination with the HR Manager
• Update and follow up the national staff leave
• Ensure appropriate filing of national staff document
• Draw up employment contract and amendment of contract and ensure the filing of all contracts and Job descriptions
• Constitute and keep updated staff files for national personnel and freelancers
• Maintain updated the staff register or any other legally required records
• Maintain a staff register or any other legally required records
• Assist in the preparation of the monthly and annual HR report, in addition to any other required report
• Assist in preparing official letters (employee certificate, experience letters etc.) and any other documents requested from supervisor

Responsibility 2: Carry out the administrative management of international staff

• Ensure the respect of the administrative management rules by the expatriate staff
• File expatriates’ staff personal documents (mission order, insurance, contract, etc.), keep the staff register and reporting tables up-to-date and share it with the HRM according to set deadlines (leaves, indemnity, housing, visa, etc.) and alert in case of document missing or out of date
• Follow up and prepare variable pay data (rent contribution, advance on salary, per diem, transportation, child allowance, expats school fees …) and information relating to the records of expatriate
• Follow up on flight ticket reservation and extension
• Check all staff timesheets on monthly bases and updated balances of annual and R&R leaves.
• Manage the expats contracts Follow up sheet
• Receive acknowledgment of debt of expatriate and send to the regional office
• In charge of the visa process and work permit process for expatriate staff and visitors
• Welcome the expatriates upon their arrival and brief them about all HR and administrative processes and rules adapted at the mission
• Prepare modification of end of mission and departure document (quietus…)

Responsibility 3: Assist the HR Manager in the management of recruitment, training and appraisals processes

• Support the HR Manager in Recruitment of vacancies upon request (including advertisement, screening, test and interviews, recruitment appraisals, references, job offers and rejections)
• Support the HR Manager in the implementation of the annual appraisal process, follow up of its completion, compile the results and archiving
• Support the HR Manager in ccompiling and drafting the mission’s annual training plan following the appraisal results, and identification of training
• Assist the line manager in any other task that might not be stated in the job description

Responsibility 4: Ensure the communication and liaison on all HR matters internally and with external partners

NSSF & MoF:

• Be the main interlocutor at the NSSF and MoF
• Prepare social security declarations for social security department and income tax declarations for ministry of finance
• Ensure employees and their relatives are properly registered by submitting appropriate forms
• Ensure the employees’ files are up-to-date and renewed on yearly basis (by October)
• Follow up on new and terminated employees’ declarations
• Keep the original registration documents properly archived at coordination and send digital copies to respected sites
• Follow up on end of service indemnities settlements
• Follow up on monthly, quarterly and annual declarations submission and payments
• Assist and train on forms filling and processes

Private insurance:

• Compile, update and share the employees’ and their relative’s information with the insurance company in collaboration with the HRM, and solve any case with the health insurance company
• Collect, send and monitor medical claims submission, confirmation and reimbursement
• Ensure all staff dispose of a work accident cover active from their 1st employment date
• Ensure the management team as well all employees are aware and trained on the medical scheme
• Update files and share the necessary templates with the administrative team at sites
• Ensure the files are up-to-date and the templates are available on sites

Coordination and reporting:

• Keep the programme organizational chart, general and security contact lists up to date Communicate it on monthly basis with the coordination, sites and regional offices
• Facilitate communication with and diffuse updates to employees on all HR matters
• Write and update documents covering all the HR and administrative procedures such as memos and/or internal notes as per the HRM guidance
• Prepare / Compile reports prepared at sites, share it with the HRM and give feedbacks

Education:

• Essential: Degree in Human resources, management, business, accountability or any related field

Experience:

• Essential: Minimum of 3 years of experience in Human resources and administration including experience in Payroll management, Lebanese NSSF, taxation, personnel administration and knowledge labor law and employment legislation
• Essential: Previous work experience with I/NGO
• Desirable: experience in recruitment, learning and development, familiarity with expatriate employment terms and conditions of engagement

Computer skills:

• Essential: Excellent typing skills especially in Arabic
• Essential: Microsoft Office (Word, Excel, PP, Outlook…)
• Desirable: knowledge of HR data systems

Language:

• Essential: Fluent in English and Arabic
• Desirable: French a plus

Other skills:

• Excellent communication, diplomacy and negotiation skills
• Good organizational skills    
• Good oral, written communication and presentation skills

Handicap International is an equal opportunity employer and particularly welcomes applications from woman and persons with disabilities.

PROFESSIONAL STANDARDS:

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 Exploitation and Abuse, Child. Safeguarding, Anti-fraud, bribery, and corruption.