HR and Finance Assistant- South

Terre des hommes - Lausanne is seeking a HR and Finance Assistant based in the South.

Job Purpose / Main Functions:

The HR & Finance Assistant supports the efficient and compliant implementation of HR, finance, administrative, and operational processes across the South Base, ensuring alignment with Tdh policies, delegation procedures, national labor law, and internal controls.

The position serves as the focal point for daily HR and finance support in the South Office, ensuring continuity of base functions, staff administrative support, petty cash and payment processes, recruitment assistance, documentation readiness, and operational coordination.

While primarily focused on supporting South operations, the role must remain flexible and prepared to step in for audits, urgent requests, compliance checks, or special assignments escalated by the Head of Base, Senior Finance Officer, or Senior HR Manager.

Job Duties & Responsibilities:

HR ADMINISTRATION AND DOCUMENTATION

• Maintain updated staff files and ensure all HR documentation (contracts, ToRs, leaves, evaluations, amendments, etc.) are complete, compliant, and properly archived.

• Follow up on attendance, leave tracking, and monthly HR reports for South staff.

• Support preparation of contracts, renewals, amendments, and HR letters in line with Tdh templates.

• Manage insurance and NSSF follow-up for South-based staff in coordination with the HR Officer.

• Support onboarding and offboarding processes, ensuring all employee documentation is complete.

• Ensure probation evaluations, timesheets, and job descriptions are signed and filed.

RECRUITMENT AND STAFF SUPPORT

• Assist in local recruitment activities including vacancy posting, interview scheduling, candidate follow-up, and documentation.

• Support induction and orientation of newly recruited staff in South Base.

• Serve as HR focal point for South staff administrative inquiries and policy clarification.

• Promote staff wellbeing through proactive communication and support.

FINANCE OPERATIONS SUPPORT

• Support day-to-day financial processes for South Base in line with delegation finance procedures.

• Process payments, reimbursements, advances, transfers, and related documentation as required.

• Support payroll coordination and payment preparation.

• Coordinate with banks and external stakeholders on payment-related matters when required.

• Assist in petty cash management and ensure accurate documentation of all transactions.

• Prepare and share finance documentation with Senior Finance Officer for verification and reporting.

CASH MANAGEMENT AND ACCOUNTANCY

• Support effective management of petty cash and cash-related processes in South Base.

• Maintain organized supporting documents for payments, transfers, and reimbursements.

• Contribute accountancy information and financial records to the Senior Finance Officer or Accountant.

• Ensure finance records are complete and audit-ready.

SOUTH OPERATIONS SUPPORT

• Assist the Head of Base in ensuring smooth day-to-day South office operations.

• Coordinate administrative, HR, and finance requests between South Base and Beirut Coordination Office.

• Support logistics and interdepartmental coordination as needed.

• Ensure organized operational records and compliance documentation.

AUDIT, CONTROL, AND ESCALATION SUPPORT

• Ensure HR and finance files are audit-ready at all times.

• Support internal and external audit requests by compiling required HR, finance, and administrative documents.

• Step in to support Senior HR Manager, HR Officer, or Senior Finance Officer or Accountant in urgent compliance reviews, investigations, or escalated requests.

• Assist with donor, internal, or procedural checks as required.

REPORTING AND COMMUNICATION

• Submit monthly HR and finance documentation to Beirut Coordination Office.

• Assist in compiling HR statistics, finance trackers, and compliance reports.

• Maintain clear communication with all departments to ensure timely coordination.

• Escalate operational, HR, or finance concerns proactively to supervisors.

GENERAL MANAGEMENT

• Ensure clear positive communication with all Tdh team members.

• Maintain a high level of organization and effective time management to meet deadlines.

• Respect confidentiality, budget controls, and compliance standards.

• Support cost-efficiency and quality standards in all assigned tasks.

OTHER DUTIES

• Undertake all other duties requested by line management compatible with the role.

• Remain flexible to support audits, emergency operations, or special assignments across South operations.

ORGANISATIONAL POLICIES

• Respects the Tdh Child Safeguarding Policy (CSP) and its principles of child protection, ensuring the policy’s implementation and prompt notification of the CSP Focal Point with any information regarding potential breaches of the policy;

• Is aware of, abides by and promotes the practices and values set out in all other Tdh policies and procedures such as the Internal Regulations, Standard Operating Procedures and other policies.

Job Requirements:

• Academic Background: Bachelor’s degree in Human Resources, Business Administration, Finance, Accounting, or related field.

• Experience: At least 2 years of experience in HR, finance, administration, or operations support, preferably within an NGO/INGO environment.

• Professional competencies:

o Knowledge of HR administration and Lebanese Labor Law.

o Knowledge of bookkeeping, petty cash, and basic financial operations.

o Understanding of recruitment and staff file management.

o Strong documentation and audit-readiness capacity.

o Strong organizational skills and attention to detail.

• Organizational Competencies:

Personal, Social and Leadership Competencies (PSLC):

o Self-management: Manages oneself, time and priority, shows flexibility, availability and adaptability. Self-developing, Identifies and expresses development needs.

o Communication and interaction: Communicates in a clear, concise, responsible way and constructive way. Listens Actively. Manages conflict.

o Teamwork: Shows solidarity. Cooperates to achieving goals. Supports colleagues. Uses a collaborative attitude within and outside the department. Creates Trust.

o Mission orientation: Respects the values defined, Courage, Ambition, Respect and Commitment. Represents the Mission of Tdh and contributes to it. Acts in Tdh interest.

Technical and methodological competencies (TMC) :

o Respect for the institutional framework: Knows and respect Tdh working framework. Knows and applies the business management policies. Reports any incidents or violations. Applies security guidelines.

o Innovation & Development: Stays informed on any innovation in the field of work, contributes to their development, shares into good practices. Shares knowledge and helps to develop colleagues.

o Quality & Reporting: Manages information and staff data, generates reports and respects reporting guidelines. Collects necessary information for professional activities and monitors self-tasks and goals.

o Language & Computer skills: Proper usage of languages that are useful for the job: English and Arabic. Good writting skills. Proper usage of tools and application that are activity specific: Microsoft office.

• Other Skills:

o Strong organizational and administrative skills

o Excellent communication and coordination abilities

o Ability to manage confidential HR and finance information with discretion

o Strong MS Office skills (especially Excel)

o Ability to work under pressure and adapt to changing priorities

o Fluent Arabic and good English skills

o Transparent, trustworthy, and detail-oriented