HR Generalist

Role Description

Main Tasks & responsibilities 

1.     Administer the SET recruitment process

●       Draft and post job vacancies.

●       Screen CVs received.

●       Perform 1st telephone screening.

●       Send CVs to managing partners for review & selection.

●       Contact selected candidates for in-person interviews.

●       Participate in interviews & candidates’ selection

●       Perform background checks.

●       Prepare job offers and contracts, pending approval from Managing Partners.

●       Ensure agreement signature.

●       Create a profile on Softmind.

●       Send a welcome email, introducing the new hire.

In charge of staff recruitment for all: set all Job Descriptions with required qualifications & KPIs, in cooperation with Heads of departments / Managers / Supervisors; write job posts related to vacancies in coordination with Managing Partner(s) & communication officer; screen CVs, Run first round of interviews (telephone screening); conduct subsequent interviews in collaboration with Managing Partner(s); prepare job offers and job contracts; perform exit interviews with employees who leave.

2.     Conduct general employee orientation

●       Introduce new hires to all team members.

●       Introduction to supervisor/manager…for specific orientation.

●       Clarify Staff Manual policies & procedures.

●       Ensure signature of all employment documents: employment agreement, job description, staff manual, Code of Conduct…

3.     Assist in performance appraisal

●       Create the PA plan based on the staff joining dates – 1st appraisal within 2-3 months of the joining date.

●       Complete the PA forms with related KPIs.

●       Send an empty form to the assessors, along with the position’s Job description, 1 day before the due PA.

●       Assist in the PA interview – provide HR perspective, based on personnel files (critical incidents, warnings, rewards…)

●       Follow up on the manager’s recommendations for subsequent actions.

4.     Administer SET personnel data accurately & timely

●       Complete timesheets.

●       Document sickness, annual leaves, and vacations.

●       Ensure proper medical reports are available for sick leaves…

5.     Ensure proper HR Policies & Procedures implementation and follow-up

●       Clarify and refer staff to the Staff Manual for general policies & procedures.

●       Refer to HR policies & procedures for all HR-related matters – warnings, rewards, extra hours pay…

●       Ensure they are applied accurately & timely.

6.     Reporting

●       Daily report to MPs

●       Monthly reporting – HR summary report.

7.     OTHER [AS NEEDED AND REQUIRED BY PROJECTS]:

Administer HR functions across all SET Projects, such as:

GIZ & Ahlan [or equivalent project]

·Conduct outreach – Poster hanging in Beirut; ask partners to post on their premises & their social media.

·Perform Vulnerability assessment & select the most vulnerable.

·Recruit & maintain accurate personnel data for cash for Work (CFWs).

·Follow-up on CFWs issues/requests, in collaboration with the related Manager.

8.     HR Policies and Procedures

●       Continually update HR Policies and procedures, the staff manual, and follow-up on implementation.

●       Manage the Performance Appraisal Process with the support of the HR coordinator; this includes assisting in PA meetings, providing opinions, etc.

●       Develop/update and implement an employee performance appraisal system (develop forms, follow up on staff appraisals, gather data, analyze data, submit results, conduct appraisal meetings, etc.)

9.     Employee relations

●    Supports department/outlet managers in solving employees’ issues

●    Propose activities to MPS, with related details, cost…

●    Upon approval, coordinate with related staff the activities requirements – food, transportation…

●    Manage activity and document outcomes

10.  Personnel Administration

●       Follow-up with the HR Coordinator on personnel administration issues: accurate personnel files, timely staff attendance, payroll & social security requirements, tracking annual, and sick leaves, and vacations …)

11.  Complete and timely governmental administrative requirements

●       Ministry of Health - bitaqat sohiyet for new staff, renewals…

●       Process Medical Tests/work accidents insurance matters, as needed

12.  Training and development

·Train team members on Operations’ across all SET outlets, in collaboration with the outlets and Operations Managers

●       Inform people on how to use HR-related forms [advance on salary, vacation request, sick leave…]

●       Identify training and development needs (performance assessment, managers’ and operations manager's feedback…)

●       Draft a training plan, with topics & content for all outlets in collaboration with the outlets and Operations Managers

●       Deliver training for all outlets in collaboration with the outlets and Operations Managers if needed.

●       Update training material/content as per needs, in collaboration with the outlets and Operations Managers

●       Conduct post-training assessments to measure results.

●       Adapt training topics and content, in collaboration with the outlets and Operations Managers