وظائف شاغرة: مطلوب مدير للموارد البشرية – Human Resources Manager للعمل لدى PU and AMI Ngo

I. RESPONSABILITIES AND TASKS

1. LEAD ON RECRUITMENT PROCESSES

• Ensure that the recruitment policy and guidelines are being implemented and respected;
• Be responsible for the organization of the recruitment processes with the assistance of his/her subordinate(s);
• Take part in recruitment processes and support recruiting managers in all the steps;
• Ensure that validated mission’s documents related to recruitment are regularly shared (i.e. job announcements, recruitment follow up, etc.);
• Support the HR Coordinator in following up on the mission’s recruitment plan when needed;
• Conduct periodic assessment of the efficiency & effectiveness of the recruitment processes through data analysis, score cards, key performance indicators, etc., and look into potential improvements.

2. ENSURE PROPER INTEGRATION OF PERSONNEL

• Ensure that the integration process is well prepared and implemented;
• Assist the line manager in providing induction and refresh sessions on HR policies, procedures/tools and international policies for new joiners and when deems necessary;
• Conduct induction satisfaction survey, review the reported attention points and ensure corrective measures are implemented;
• Review and validate employment contracts and amendments in Coordination office;
• Follow up on the contract/agreement ending dates as per financial coverage of staff, and notify the line manager ahead of time.

3. TAKE PART IN PAYROLL MANAGEMENT AND CONTRIBUTE TO EMPLOYEES’ BENEFITS

• Validate salaries, per-diems, end of accounts and exceptional payments in Coordination office according to the relevant supporting documents;
• Support the line manager in the finalization and declaration of the monthly payroll of the mission;
• Participate in the processes of reviewing employees’ benefits (i.e. health insurance policies, staff care, etc.).

4. CONTRIBUTE TO THE MANAGEMENT OF EMPLOYMENT RELATIONSHIPS

• Maintain a positive work environment and support line managers in conflict resolution;
• Provide support and input to line manager regarding employee relation issues and take part in corrective actions;
• Take part in disciplinary measures in Coordination office when deems necessary;

5. ASSESS & IMPROVE STAFF ENGAGEMENT

• Develop engagement and exit interviews/surveys;
• Report periodically on collective data regarding turnover, retention factors, and contribute to the SWOT analysis of the department;
•  Suggest corrective measures and contribute to implementing solutions whenever applicable.

6. HR FOLLOW-UP FOR INTERNATIONAL EMPLOYEES

• By delegation of the HR Coordinator, ensure the creation of HR files for international personnel, their registration with local authorities and embassies, and monitor that the documentation for these expatriates is in accordance with working for PU-AMI in that country;
• Monitor and follow up all the contracts, amendments, holidays, ticket plane, appraisal process etc., and update relevant tools accordingly;
• When deems necessary, support the arrivals and departures of expatriates to/from the mission in coordination with HQ, relevant departments and personnel;
• Ensure the visa and work permit/residency processes’ follow-up and communicate it with relevant parties;
• Advice and counsel expatriates regarding all visa related issues: type of visa, requests, renewals, airport formalities, etc.
• Regularly liaise with the Lawyer or General Security regarding all visa requests and inquiries.

7. CONTRIBUTE TO THE MANAGEMENT AND COMPLIANCE OF LEGAL & ADMINISTRATIVE REQUIREMENTS

• Be aware and up-to-date of the country legislations and relevant decrees;
• Confirm that all personnel are declared & registered with relevant authorities (i.e. NSSF, MOF, etc.);
• Receive and transfer files and request(s) of personnel to relevant parties;
• Support the line manager in monitoring social/legal issues and archive updates where necessary;
• Initiate and follow up on the work permit and residency permit processes for locals, expatriates and visitors with internal and external relevant parties;
• Archive necessary documents as per procedures and keep track of validity dates;
• Ensure the compliance with local laws, internal regulations and donors’ requirements;
• Lead the processes of downsizing exercises in Coordination office;
• Support the HR Coordinator in the initiation of MoL procedures when deems necessary.

8. ORGANIZATION OF WORK & HR SET-UP

• Participate in developing the department’s action plan, objectives and systems;
• Contribute to the optimization of HR and payroll tools and procedures;
• Support the HR Coordinator in updating the HR Guidelines and tools;
• Assist in reviewing and drawing up organizational charts;
• Take part in the revision of job descriptions against the function grid;

9. ENSURE IMPLEMENTATION OF CAPACITY BUILDING & TRAINING PLAN; CONTRIBUTE TO CAREER MANAGEMENT

• Contribute to the development and implementation of training and development policy and procedures;
• Contribute to the revision of job description, appraisal forms, development/succession plans;
• Contribute to the management of the performance appraisal system;
• Ensure the revision and analysis of the appraisals done in Coordination office, follow up on attention points with line managers and report to the HR Coordinator;
• Compile and review the identified training needs across the mission with the bases, head of departments and HR Coordinator;
• Be the focal point for the implementation, follow up and completion of the skills development plan;
• Support the line manager in keeping track of all relevant expenses that are charged on training lines. Ensure that all necessary supporting documents are being prepared, archived and received when needed;
• Buildup, update and share a training opportunities’ database tool with concerned parties;
• Support the line manager in drafting ToRs for external/collective trainings across the mission;
• Be the focal point for the communication and organization of external/collective trainings across the mission; liaise with the training providers and the bases;
• Coordinate the implementation of internal trainings when needed and possible;
• Update the concerned tools and keep track of all trainings conducted by personnel;
• Create, implement and review training feedback surveys and share analysed results and feedback.

10. INTERNAL AND EXTERNAL COORDINATION AND COMMUNICATION

• Support internal communications to ensure coordination of consistent and accurate information sharing between operational Bases and the Coordination Office;
• Support the HR Coordinator in ensuring HR coordination at mission level (i.e. workshops, regular visits to the bases, monitoring, follow-up, training, etc.);
• Edit or take part in drafting internal activity reports for everything involving HR, administrative and legal issues for the mission;
• By delegation of the HR Coordinator, represent PU-AMI in external meetings, forums, workshops, etc.;
• Develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs in regards to fields of human resources.

11. ENSURE PROPER ARCHIVING PROCESS AND CONDUCT INTERNAL AUDITS TO GUARANTEE COMPLIANCE OF HR FILES

• Ensure that hard and electronic HR files for personnel are created, updated, archived and managed in compliance with internal and donors’ requirements;
• Ensure availability of all required personal and contractual documents in concerned files.
• Ensure the archival of attendance tool(s) (i.e. attendance sheets, leave requests, etc.);
• Conduct mission internal audit on a sample of recruitment, contractual, and salaries files to ensure the completion and archival of all supporting documents/tools of the relevant processes as per the guidelines & donors’ requirements;
• Be responsible for uploading the electronic copies of HR Files’ structure in Coordination office on NAS server;
• Receive and ensure archival of all training documents (i.e. training requests, certificates, materials, etc.);
• Archive legal documents in personnel files and update relevant tools and systems accordingly;

12. TEAM MANAGEMENT AND CAPACITY BUILDING

• In collaboration with other personnel in HR department, participate in the recruitment process(es) of staff under his/her line management and support the Human Resources Coordinator in: drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews;
• Brief newly recruited personnel under his/her management on their roles and responsibilities;
• Ensure the adherence of his/her subordinates to all PU-AMI’s policies, rules and regulations;
• Ensure the respect and implementation of HR procedures in accordance with PU-AMI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, trainings and capacity building, etc.) in collaboration with other personnel of the Human Resources department and Human Resources Coordinator;
• Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals) to promote professional development;
• Provide technical support and guidance to the HR Officer/Assistant;
• Ensure good communication, coordination and information level of each member of the field teams during regular coordination meetings (or other when required);
• Solve team conflicts and ensure team building and discipline.

13. CROSS-CUTTING TASKS AT MISSION LEVEL

• Ensure that regular updates/staff request or concerns are shared with insurance focal points. Lead on the communication when needed;
• Implement technical updates on all HR system(s)/tools as per needs and request(s) from line manager;
• Receive and compile common HR tools from bases, and share finalized mission’s tools (i.e. related to: recruitment, skills development, Databases, ORG Charts, Contact List, etc.);
• Monitor the received/sent documents/certificates from/to the bases are finalized, and follow up on its validation/signature (i.e. contracts/amendments, NSSF, certificates, etc.);
• Support the line manager in providing guidance to HR base personnel on the use of HR system(s)/tools;
• Provide suggestions to improve and increase the efficient use of HR tools;
• By delegation of the HR Coordinator, conduct candidates’ screening, keep track of cases done and share summary of the cases with line manager and HQ on a monthly basis;
• Contribute to the development of tools that efficiently and effectively support the policies/guidelines;
• Support the line manager in updating and implementing the HR Guidelines and tools across the bases.

14. DUTIES APPLICABLE TO ALL HR PERSONNEL

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

II. PRIORITIES OF THE DEPARTMENT

• Lead the implementation of Skills Development Plan at Mission level with the support from HR Coordinator;
• Ensure proper electronic archiving of HR files on NAS server;
• Contribute to the update and development of tools and guidelines;
• Supervise the work of HR Officer and Assistant, and monitor the work division with the support from HR Coordinator.

III. QUALIFICATIONS

MANDATORY REQUIREMENTS

• Language skills: Fluent in Arabic and English (speaking and writing);
• Education degree: University degree in Human Resources management or a related field.
• Work experience: minimum 3 years of experience in Human Resources department in NGOs, and 1-2 years of experience in direct and/or technical management of personnel;
• Knowledge and skills: Good analytical and writing skills/Good management capacities, team leadership spirit, HR management, and good understanding of the Lebanese Labor Law.
• Computer skills: Good knowledge and self-supported in Microsoft Office and Internet tools;
• Other: Valid driving license (minimum 1 year) -not mandatory.

Others:

• Excellent communication and listening skills;
• Excellent organizational skills and time management skills;
• Detailed oriented;
• Ability to provide high quality of work;
• Ability to set priorities and adapt to changes;
• Able to manage priorities, take initiatives and work without constant supervision;
• Autonmous;
• Good analytical and problem solving skills;
• Good knowledge of HR Systems (i.e. Homere, Access);
• Basic knowledge of Labor Law and NSSF/Income tax.

Assets:

• Interests: Work in humanitarian aid.
• 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.

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