وظيفة شاغرة: مطلوب Human Resources Assistant للعمل لدى Ngo

Première Urgence – Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to provide a comprehensive response, in line with humanitarian principles and applying both needs based and rights based approaches, to conflict affected populations. PU-AMI promotes humanitarian access and dialogue with all components of the civil society and reinforces the capacity of each vulnerable community (refugees, vulnerable host community) to become self-reliant and resilient, by responding to immediate needs and strengthening their socio-economic empowerment.  

Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.

PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Protection, Health and in Livelihood Recovery sectors.

SUPERVISION

Under the direct supervision of

Human Resources Officer

under the technical supervision

Human Resources Coordinator

under the overall supervision

Head of Mission

in supervision of

None

OVERALL MISSION

1. GENERAL OBJECTIVE

The Human Resources Assistant supports the Human Resources Officer in all activities related to HR Management and daily administrative tasks as well as any ad hoc support needed.

1. RESPONSABILITIES AND TASKS

1. CONTRIBUTE TO THE HR MANAGEMENT OF LOCAL PERSONNEL
   1. Recruitment and Integration of Personnel:

1. Ensure that the recruitment policy and guidelines are being implemented and respected;
2. Publish job vacancies online;
3. Receive, file and archive the resumes received on the recruitment email address and transfer them to recruiters;
4. 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;
5. Prepare, compile, review and share mission’s documents on a weekly basis (i.e. job announcements, recruitment follow up, etc.);
6. Assist in the preparation, follow up and finalization of tool(s) of the induction plan.

1.2. Employment Contractual Documents:

1. Assist in the preparation of contracts, amendments and agreements of local personnel;
2. Ensure that HR files are complete and updated with all necessary contractual documents;
3. Follow up on the contract/agreement ending dates and notify line manager ahead of time;
4. 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:

1. 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;
2. Assist the line manager in updating the concerned tools and keeping track of all trainings conducted by personnel.

1. CONTRIBUTE TO THE HR MANAGEMENT OF EXPATRIATES

1. Support the line manager in following up on the validation of expatriates’ leave requests;
2. Update the content of dedicated tracking tool(s) and inform the line manager on the validity status and upcoming ending/expiry dates.

1. ADMINISTRATIVE MANAGEMENT & FOLLOW UP

1. Follow up on personnel’s weekly and monthly attendance with line managers;
2. Prepare and follow up on relevant tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
3. Keep track of the personnel leaves and update concerned tools and system(s) accordingly;
4. 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

1. Maintain and ensure the completion and archival of all supporting documents/tools as per Recruitment Guidelines;
2. Assist the line manager in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);
3. Archive attendance tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
4. Archive legal documents in HR files and update relavant tools and systems accordingly;
5. Manage the physical and electronic archival of personnel files as per HR Guidelines;
6. Organize and ensure availability of all required personal and contractual documents in concerned files.

5. REPORTING

1. Support the line manager in keeping track and providing accurate and updated HR reports/systems on a regular basis and as per needed;
2. Support in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);
3. Support the line manager in the preparation of any internal/external HR audit;
4. Report to line manager any concern, and/or challenges/obstacles faced.

6. PREPARATION OF HR PAYMENTS 

1. Support in preparing salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable;
2. Support in preparing expatriates’ per diems at the beginning of each month and security envelopes when needed.

7. FOLLOW UP ON LEGAL ASPECTS 

1. Prepare the NSSF HR files for personnel on a monthly basis;
2. Follow up with concerned personnel on the signature of documents;
3. Receive and transfer files and request(s) of personnel to relevant parties.

8. CROSS-CUTTING TASKS AT MISSION LEVEL

1. Assist the line manager in the communication with insurance companies in regards to insurance updates and handling staff requests, concerns and inquiries;
2. 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

1. Respect and comply with the organization’s Policies, Code of Conduct and Charter;
2. Maintain confidentiality of HR information;
3. Respect and comply with the HR Policy and use of Guidelines;
4. Support line manager in the implementation and respect of HR Policy and Guidelines among personnel;
5. 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.

1. PRIORITIES OF THE DEPARTMENT

1. Review physical/electronic HR files; ensure that documents are properly scanned, labelled and archived;
2. Create an index for physical/electronic HR files and ensure that HR files are backed up;
3. Provide assistance to line manager on various HR administrative tasks.

QUALIFICATIONS

Mandatory requirements

1. Language skills: Fluent in Arabic and English (speaking and writing);
2. Education degree: University degree in Human Resources or relevant field;
3. Work experience: 1 year of experience in Human Resources Management or relevant field;
4. Computer skills: Good knowledge and self-supported in Microsoft Office;
5. 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

1. Interests: Work in humanitarian aid.
2. Transversal skills:

• Ability to work well in a multicultural team;
• Ability to work under pressure;
• Committted to deadlines;
• Effective stress management skills;
• Able to check information; logical mindset;
• Respectful, neutral and impartial attitude.