Human Resources Officer

Job Purpose:

The main duties of the HR Officer in Beirut are linked to the following HR functions:

1. Recruitment & Integration
2. Performance Management, learning & development
3. Staff retention & working environment
4. Pay & Benefits
5. Attendance Management  
6. Contractual Documents & Termination Formalities
7. Archiving
8. Reporting

General Responsibilities applicable to all positions

1-Main Responsibilities:

1-Recruitment & Integration:

1-A- Recruitment :

• Job Announcement: follow up on signatures on job request forms, post vacancies online, and announce posted vacancies internally to all employees;
• Preparation: remind the hiring manager to prepare technical test, answer key, interview technical questions and expected answers prior to vacancy closing date and inquire the needed validations. Additionally, follow up on assigning the panel of the recruitment process & related preparations;
• Shortlisting: save the received CVs, shortlist the received applications, follow up on technical shortlisting, and verify the final mutually shortlisted list to ensure consistency and fairness;
• Technical Tests: invite selected candidates for technical tests, plan the technical tests in Tripoli or Beirut (laptops, meeting room, codes, attendance sheet, and similar), welcome candidates and monitor tests, send tests for correction, and verify interview recommendations;
• Interviews: prepare interview form, identify location, send invites,  participate in the interviewing process, recommend selection and highlight attention points;
• Reference Checks: proceed with reference checks for the selected candidate, review the received references, and highlight attention points;
• Recruitment Report: draft the report of each recruitment process documenting quantitatively and qualitatively the selection decision and inquire the needed validations on the report;
• Job Offer: send job offer & communicate with the selected candidate;
• Communication with Candidates: send regret emails, schedule meetings with internal candidates and hiring manager to communicate points to be improved;
• Participate in job fairs when requested by manager.

1-B-Integration and Induction:

• Integration: remind the responsible party to follow up on assets, laptop, sim card, and similar, to send introductory email, welcome the new joiner and to introduce to the team, create a file, share the contract and brief about it’s terms, and brief new joiners about relevant platforms for learning and wellbeing and health insurance benefits;
• HR Induction: participate in delivering HR induction to new joiners with the support of the HR Manager;
• Induction: follow up on completing induction plans, follow up on completing mandatory trainings, & remind new joiners to fill induction surveys and participate in their revision.

• 2- Performance Management, learning & development

• Tracking Performance: Track probation periods and end of fixed term contracts and follow up on receiving relevant performance appraisals documenting decision from line managers. Additionally, track performance appraisals on a bi-annual basis and send reminders when needed;
• Training Providers: participate in knowing the available training opportunities by training providers in the market;
• Training Feedback Surveys: Support in implementing & analyzing training effectiveness surveys
• Analyzing Performance:  analyze the received performance appraisals, highlighting attention points;
• Development: participate in updating the trainings identification report, training opportunities database and finding training opportunities when requested by line manager.

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  3- Staff retention & working environment

• Working Environment: Suggest & participate in implementing initiatives that would positively impact the working environment
• Exit & retention Interviews / Surveys: Participate in conducting & revising of exit and retention interviews / surveys , and raise any attention point to line manager;
• Team Building: Plan & facilitate team-building activities & assess effectiveness.

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  4-Pay and Benefit:

• Payroll: report monthly updates related to payroll and update the payroll database with the monthly updates while sharing the complete supporting documents for payroll, NSSF, and income tax;
• School Allowances: update the school allowance database while sharing the complete supporting documents;
• Insurance: Act as an insurance focal point for health insurance: additions/deletions, invoices, reimbursements, insurance cards, and participating in relevant meetings as requested.

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  5-Attendance and Leaves Management :

• Attendance Management: coordinate with the IT officer to receive attendance reports and request line managers’ approvals;
• Leaves Management: follow up on leaves and update leaves tracker. Additionally, raise attention points to line manager.

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  6-Contractual Documents & Termination Formalities :

• Contracts: prepare contracts  (fixed-term and open-ended contracts) , request financial validations for open ended contracts
• Amendments: prepare contractual amendments to reflect the modifications from the initial contractual agreement (position, JD, salary, other)
• Termination: Prepare the termination formalities (clearance form, discharge of liability, and similar) and prepare the final payment

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  7-Archiving:

• Recruitment Archive: maintain a proper archive of the complete recruitment process & fill the recruitment internal audit tracker;
• Integration Archive: archive signed induction plans, acknowledging completion;
• Performance Management & Learning Archive: archive performance appraisals and training certificates;
• Pay & Benefits Archive: archive school allowances’ supporting documents;
• Attendance Archive: archive the signed attendance sheets and leave requests;
• Contractual Archive: archive the signed contractual documents in the employee’s file;
• Active Staff Archive: Manage a clear and organized archive of active employees and maintain update when required & fill the active staff internal audit tracker;
• Left Staff Archive: Manage a clear and organized archive of leaving employees that is easily accessible;
• Internal Audits: Audit the files of active employees, recruitment files, and attendance with respect to rules, guidelines, and checklists and report discrepancies’ to line manager.
• Ensure electronic archive backup of all files & update when relevant

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  8-Reporting:

• Recruitment Reporting: update the recruitment tracking tool on a weekly basis;
• Performance Management & Learning Reporting: update the performance management tracker, performance analysis tool, and training requests / needs reporting tool;
• Work Environment Reporting: report any aspect affecting the working environment in the organization;
• Attendance Reporting: report attention points in regards to attendance and leaves;
• External Audits: participate in external recruitment audits when requested.
• Reports: update organizational charts and the HR reporting tools

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  9- General Responsibilities applicable to all positions:

  9-A-Responsibilities applicable to all HR personnel:

• Ensure the respect of HR manual in tasks related to all HR functions and support line manager in ensuring it’s implementation and respect;
• Report challenges and concerns to line manager related to employment, all HR functions, and others;
• Share ideas that can support the development of the HR functions & participate in the development phase as requested. 

• 9-B- Work Ethic

• Adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern’s Code of Conduct;
• Support the promotion of the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to the team and the beneficiaries, and be committed to providing a safe working environment;
• Respect confidentiality and follow ethical guidelines.

• 9-C- Others:

  The tasks of this position are not limited to what is mentioned in this job description, additional tasks can be requested as per the organizational / programmatic needs.

• Person specification:

• Education:
  • Bachelor’s degree in Human Resources, Business Management, or similar;
  • Alternatively, High school degree plus HR certification plus 3 years of HR experience can suffice.
• Experience:
  • 3 years of HR experience;
  • 1 year of HR experience in the humanitarian sector.
• Language Skills: 
  • Fluent English and Arabic language (spoken, read, and written).

• Basic level of skills related to data analysis & surveys.

• Others:
  • Soft Skills & competencies:
    • Communication skills, friendly & sociable character, highly professional
    • Innovative, problem-solver
    • Analytical skills
    • Organization, planning, time management, and follow up skills
    • Attention to details  and reporting skills
    • Humanitarian character
  • Technical Skills:
    • Knowledge of Lebanese labor/NSSF/Income Tax laws, and updated in related regulations;
    • Knowledge of proper & effective HR practices related to all HR functions.
  • Technology Skills:
    • Microsoft office pack (excel, word, visio, outlook, teams, forms, and similar);
    • Job Location: Beirut , occasional visits to Tripoli office when needed.

    • Emergency response

      Concern is committed to responding to emergencies efficiently and effectively to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Lebanon Programme is to respond, you may be requested to actively participate in the response, regardless of location, and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

    • Concern Code of Conduct and its Associated Policies

      Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

    • Concern’s Core Competencies Requirements:

      Managing yourself: aware of own abilities and areas for development, adapts and uses abilities to work well with others and help achieve Concern’s objectives

      Individual Leadership: acts to inspire others by clearly articulating and demonstarting the values and principles that underpin concern’s work. Holds a sense of pride in Concern and loyalty to the organization. Supports others to achieve excellent results

      Communication & Working with others: uses the most appropriate channel to share information with others both inside and outside Concern; adapts the message to meet the communication needs of the audience. Works effectively with others, gaining the most from people and situations

      Delivering Results: Delivers on commitments, uses approprioate techniques to help achive agreed objectvies

      Planning & Decision Making: systematically develops plans towards achieving objectives, makes clear, informed and timely decisions appropriate to the tole, in the interests of Concern and those we work with

      Creativity & Innovation: Focused on continual improvement, seeks out, develops and successfully implements new ideas that further organizational priorities and the needs of those we work with, builds on proven approaches, evaluates and learns from ongoing work to improve it

      Influence, advocacy, and networking: Engages with others inside and outside the organization to promote the interests of Concern and those we work with, gathers and shares a wider knowledge of issues relevant to Concern’s work

      Change: Responds positively and constructively to change, managers to take part in change processes in a way that is appropriate to role in the organization

      Strategy: focusing on extreme pool & most vulnerable, managing risk, and making decisions

      People: Leading by example, motivating & developing, and communicating & influencing

      Impact: leading change, driving performance, and removing barriers to delivery