مطلوب مسؤول موارد بشرية – Human Resources Officer للعمل لدى Première Urgence – Aide Médicale Internationale

GENERAL OBJECTIVE

The Human Resources Officer supports the Human Resources Coordinator in all the activities related to human resources management at the coordination office. S/he also supports and follows up on the good HR practices and cross-cutting tasks at the mission level.

RESPONSIBILITIES AND TASKS

CONTRIBUTE TO THE HR MANAGEMENT OF LOCAL PERSONNEL

1.1. Recruitment and Integration of Personnel:

Ensure that the recruitment policy and guidelines are being implemented and respected;

Publish job vacancies online;

Receive, file and archive the resumes received on the recruitment email address and transfer them to recruiters;

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;

Assist the line manager by taking part in recruitments when needed;

Prepare, compile, review and share mission’s documents on a weekly basis (i.e. job announcements, recruitment follow up, etc.);

Support the line manager in preparing the integration of a new personnel, and make sure that recruiting managers are implementing and leading the induction plan;

Support the line manager in providing HR briefings to newly recruited personnel and when needed;

Prepare, follow up and finalize the tool(s) of the induction plan.

1.2. Employment Contractual Documents:

Prepare contracts, amendments and agreements of local personnel, and ensure that the latter is aware of contract/agreement terms & conditions;

Ensure that HR files are complete and updated with all necessary contractual documents;

Follow up on the contract/agreement ending dates and notify line manager ahead of time;

Prepare documents related to end of employment contract as per HR guidelines.

1.3. Follow up on Performance Evaluations and Skills Development:

Follow up on the staff performance evaluation as per due dates, adjust relevant tool(s) with updated information and inform line managers accordingly;

Support the line manager in reviewing the performance appraisals;

Support the line manager in highlighting identified skills and any attention point to be improved;

Support the line manager in identifying training(s) as per the determined needs;

Update the concerned tools and keep track of all trainings conducted by personnel.

2. CONTRIBUTE TO THE HR MANAGEMENT OF EXPATRIATES

Support the line manager in the initiation, follow up and finalization of all requirements related to the work permit and residency permit processes;

Follow up on the validation of expatriates’ leave requests;

Update the content of dedicated tracking tool(s) and inform the line manager on the validity status and upcoming ending/expiry dates.

3. ADMINISTRATIVE MANAGEMENT & FOLLOW UP

Follow up on personnel’s weekly and monthly attendance with line managers;

Prepare and follow up on relevant tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);

Keep track of the personnel leaves and update concerned tools and system(s) accordingly;

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

Maintain and ensure the completion and archival of all supporting documents/tools of the recruitment processes as per Recruitment Guidelines;

Support the line manager in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);

Archive attendance tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);

Archive legal documents in personnel files and update relavant tools and systems accordingly;

Manage the physical and electronic archival of personnel files as per HR Guidelines;

Organize and ensure availability of all required personal and contractual documents in concerned files.

5. REPORTING

Keep track and provide accurate and updated HR reports/systems on a regular basis and as per needed (i.e. HR Database/Payroll, HR Pack, HRMS, organizational chart(s), contact list, insurance claims, tracking tools, etc.);

Support in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);

Support the line manager in the preparation of any internal/external HR audit;

Report to line manager any concern, and/or challenges/obstacles faced;

Support the line manager in sharing HR updates and/or information with other personnel through possible communication channels (i.e. meetings, emails, HR board, etc.).

6. PREPARATION OF HR PAYMENTS

Prepare salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable;

Prepare expatriates’ per diems at the beginning of each month and security envelopes when needed;

Support in the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance.

7. FOLLOW UP ON LEGAL ASPECTS

Prepare the NSSF HR files for personnel on a monthly basis;

Follow up with concerned personnel on the signature of documents;

Receive and transfer files and request(s) of personnel to relevant parties.

8. CROSS-CUTTING TASKS AT MISSION LEVEL

Act as a focal point with insurance companies to forward insurance updates and handle staff requests, concerns and inquiries;

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, Database, etc.);

Receive documents/certificates from the bases and follow up on its validation/signature (i.e. contracts/amendments, NSSF, certificates, etc.);

Support the line manager in the initiation, follow up and finalization of all requirements related to the work permit and residency permit processes for local and expatriate staff;

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;

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.

9. 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.

Mandatory requirements

Language skills: Fluent in Arabic and English (speaking and writing);

Education degree: Relevant university degree in Human Resources;

Work experience: 2 years of experience in Human Resources Management in NGO;

Computer skills: Good knowledge and self-supported in Microsoft Office;

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;

Autonmous;

Ability to take initiatives and deal with challenges;

Good analytical and problem solving skills;

Good knowledge of HR Systems;

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