Human Resources Officer

CONTEXT

Founded in 1994, La Chaîne de l’Espoir (CDE) is an international NGO headquartered in Paris, France. Its mission is to strengthen healthcare systems and provide everyone, especially children, equal chances and opportunities for survival and development.

CDE is currently active in twenty-seven (27) countries with a global approach, mainly focusing on children, mothers and disadvantaged communities. Find our activities briefly elaborated as follows:

• Prevention and screening from an early age, particularly through school health programs.
• Care and surgery to meet the most urgent needs of children and their mothers.

• Training and transfer of skills to local teams (capacity building) thanks to our international network of experts in all areas of surgery.
• Construction and equipment of hospital facilities adapted to local needs.

CDE has been implementing humanitarian activities in Lebanon since 2005, working through local partners to provide access to medico-surgical care to children suffering from cardiopathies and orthopedics disabilities. Late 2020, CDE eventually opened its mission in Lebanon to respond to growing needs due to the significant deterioration of the situation. Since then, CDE is implementing projects related to the tertiary healthcare, including several aspects such as the strengthening of the healthcare system, early detection of congenital orthopedics disorders, psychosocial support, etc. – via direct and indirect (through local partners) implementation.

Within the frame of its program development in Lebanon, la Chaîne de l’Espoir is looking for a Human Resources Officer.

MAIN RESPONSIBILITIES:

A) HR Administration

A.1 Answer employees’ queries about HR related issues and address any concerns;

A.2 Prepare correspondence (Certificates, Attestations, Reference Letters, Recommendation Letters…) as requested;

A.3 Update, organize and maintain the HR Department general files;

A.4 Ensure that all personnel files are updated and complete as per the agreed upon check list; (Electronic, digital and printed form). In addition to regular follow ups (Service agreements renewal, expired documents, courses and training certificates, vaccination records….);

A.5 Finalize the payroll system’s calculation, prepare monthly pay slips for all staff;

A.6 Enroll employees in NSSF and MoF and prepare necessary documentation (employee registration forms) and prepare NSSF and MoF declarations and follows up payments, ensuring it is done in a timely manner to avoid penalties;

A.7 Oversee the relationship with CDE's insurance provider to ensure high level of service and relationship effectiveness with the support of the Logistic Officer and in coordination with the medical manager to ensure thorough follow up on staff enrolment, cancellation, claims…).

A.8 Oversee the relationship with CDE’s tax consultant in coordination with the Head of Mission

B) Attendance & Leaves

B.1 Follow up on the implementation of CDE's leave policy and ensure it is adhered to and ensure that all leave requests are duly filled, approved by line managers and reported in a timely manner;

B.2 In accordance with the HR Policies in effect, advise/train supervisors on healthy leave management practices;

B.3 Conduct monthly reviews of leave schedules/reports to ensure completeness and plan adherence, and produce quarterly reports to supervisors;

B.4 Coordinate and process monthly timesheets for all staff and generate monthly consolidated reports for cost recovery in coordination with the Finance Officer.

C) Recruitment, Onboarding, Performance Management and Exit Processes

C.1 Collect all received resumes and maintain / update an electronic database to ensure availability of qualified candidates when needed;

C.2 Supervise and implement the recruitment process to ensure that CDE Lebanon has a functional work force in accordance with CDE's general recruitment policies and procedures, such as monitoring recruitment requests, JDs preparation, candidates shortlisting, initial interviews and reference checks, in close coordination with all team members;

C.3 Prepare agreements for all employees, amendment if needed, including for daily workers;

C.4 Preparing an induction package for new joiners with the support of the different departments and in close collaboration with the Head of Mission;

C.5 Oversee the onboarding process for new joiners which will eventually ensure new staff are successfully integrated into their new roles and in the organization;

C.6 Train new joiners, including daily workers, on CDE's policies with a particular focus on complaint mechanism and PSEA policy. Conduct refresher trainings;

C.7 Ensure that the exit process is carried out in accordance with HR Standards policies and procedure in effect.

D) Organizational HR development

D.1 Perform a review of existing HRM system and practices considering national and partners best practices, ensuring compliance to the Lebanese Labor law;

D.2 Participate actively in coordination efforts in the Humanitarian sector to engage in collective efforts for improving HR practices in the sector;

D.3 Determine CDE's HRM policies and procedures recommendations for improvement, namely in the components of compensation/benefits, ethics/conduct, recruitment/hiring, staff development/performance management and termination processes (including regulatory and procedural amendments, identification of advanced tools to be considered);

D.4 Lead on the development of a duty of care policy in close coordination with the Head of Mission, engaging all departments with a participatory approach, with a particular focus on frontliners' mental health;

D.5 Lead on a review of PSEA policy based on CDE's Lebanon new scope of intervention and lessons learned;

D.6 Support the MEAL officer in the review and development of Feedback Complaint and Referral Mechanism (FCRM);

D.7 Lead on initiatives to enhance team building, open communication and solid cohesion among the staff.

E) Performance Monitoring and Professional development

E.1 Provide strategic guidance and support to managers on all aspects of HR management focusing on performance and staff professional development;

E.2 Ensure that a capacity-building plan is initiated and followed by all employees;

E.3 Provide training opportunities in collaboration with managers for all employees with a focus on cross-cutting quality standards;

E.4 Facilitate internal capacity building among staff and departments with the organization of internal training and sharing relevant resources;

E.5 Guide managers in improving staff performance with regular appraisal and feedback sessions;

E.6 Conduct occasional field visits to better understand the staff's challenges, especially for frontliners;

E.7 Meetings with local partners can be also organized, based on specific needs and contributions to design partnership agreements can be requested.

F) Coordination and other administrative tasks

F.1 Supervise and archive administrative records and guarantee that the status and functioning of the mission are in legal accordance with the requirements of the country’s regulations;

F.2 Maintain up-to-date information and report on developments in NGO law and administration regulations;

F.3 Contribute to internal reporting;

F.4 Engage actively in team meetings.

F.5 Liaise with Legal Firm on all matters related to registration of CDE & National & Expat Employees

TEAM RELATIONSHIP

Line and technical manager:      Head of Mission

Line and technical reports:         HR department at HQ

Close collaboration with:            All departments

PROFILE

Professional training

Bachelor’s Degree in Human Resources, Business Administration or related field [required]

Master degree in Human Resources is a plus.

Working experience

At least 5 years of experience with similar responsibilities (required)

Experience within the humanitarian sector [required] Experience within the health sector is a plus

Experience in gender and/or protection-related topics is a plus

Specific skills

Full understanding of HR functions and best practices [required]

Solid understanding of Lebanese Labor law, social security and payroll tax [required]

Strong commands of Microsoft office suite (Word, Excel, Outlook, PowerPoint) [required]

Previous experience in collecting, organizing, and analyzing data [required]

Strong organizational skills and capacity to prioritize and manage multiple tasks at the time [required]

Strong management skills [required]

Excellent writing and communication skills [required]

Detail oriented (required)

Capacity to travel in CDE’s projects’ implementation areas of Lebanon [required]

CDE always ensures its team members:

-      Are driven to answer beneficiaries’ needs

-      Works in line with the humanitarian principles and CDE’s values

-      Respects at all-time CDE’s procedures in place

-      Have a sense of teamwork in a multicultural context

-      Maintain confidentiality of work

Please note that interviews may take place on a rolling basis.