HR Assistant - Part Time

Terre des hommes - Lausanne is seeking a qualified Part Time - HR Assistant based in Beirut to support the HR team in emergency recruitment activities and other HR duties.

Duration: 4 months with possibility of renewal based on performance and budget approval.

Reporting directly to: Human Resources Manager.

Job Duties and Responsibilities:

1. Recruitment Duties:

Support the HR Manager with the overall recruitment process including but not limited to:

• Posting the job vacancies on recruitment platform (Al Daleel Al Madani or Manatal).

• Screening CVs for Grade 3 and below based on minimum requirements of the position.

• Communicating initial shortlist with the committee.

• Sending out technical tests.

• Coordinating for the interviews with the committee members and the candidates.

• Coordination and Following up on the selected employees’ induction process especially at South Office.

2. Learning and Development Duties:

• Support the HR Manager in following up on the performance management process including probationary reviews, annual reviews and end of contract reviews.

• Ensure that all finalized performance reviews are signed by the line manager and the employee before placing it in the personnel file.

• Review all finalized performance reviews and update the training excel sheet based on the development needs and training requests identified in the reviews.

• Assist the HR Manager in identifying training opportunities especially for Staff in South office.

• Assist the HR Manager in Staff care activities, and Staff events.

3. Administrative Duties :

• Responsible for the dissemination and collection of all documents related to the HR Files of South Office Employees.

• Responsible for the collection of all staff information related to timesheets and leave.

• Support all aspects of the HR Department through administrative support as needed (i.e. preparing PWARs).

• Handle the payroll slips for teams in South,

• Handle the employment contracts’ preparation for the South Office employees as well as ensure signature of new employees on all HR related documents before sending them for archiving.

4. Termination Process Duties :

• Implement the exit process for departing staff, Termination letters, clearances, payments, etc especially for Saida Office Employees.

• Conduct Exit interviews where needed.

• Support, where possible, in the statistical reports around Exit interviews.

5. General Management :

• Provide clear information, feedback and support to the HR Manager, raising issues as needed and working together to promote a strong team.

• Ensure clear positive communication with all members of the HR Department and the Organization especially Saida Office employees.

• Maintain an organized style of work, making suggestions to the HR Manager concerning improvements that could be made to the HR systems and processes.

Organizational 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.

• Undertake all other duties that may be requested by the line-manager and that are compatible with the job.

Job requirements:

• Academic Background: Bachelor’s Degree in Business Administration.

• Experience: 1 to 2 years’ experience in a Human Resource role.

• Professional competencies:

o Knowledge in HR activities

o Knowledge in Basic Finance activities

• 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 writing skills. Proper usage of tools and application that are activity specific: Microsoft office.

• Other Skills:

o Organizational skills

o Time management: ability to meet deadlines and multi-tasking

o Cross cultural awareness and sensitivity

o Tolerance and acceptance of diversity