فرصة عمل: مؤسسة عامل الدولية (Ngo) تُعلِن عن حاجتها لمنسق للموارد البشرية (HR Coordinator)

About the Role

The HR Coordinator works on a full-time basis in Amel Association International headquarter in Beirut with frequent field visits to the centers as required. The position reports directly to the Senior Management Team  with the necessary liaison with the Program /Project Coordinators.

The HR Coordinator works in close cooperation with the HR Officer(s) and/or assistant and collaborates with them to ensure  the completion of their tasks.

The HR Coordinator closely collaborates with consultants when necessary.

Main Duties and Responsibilities

1. General HR Administration

• Address and handle Workers’ queries and concerns about HR related matters in a timely and professional manner.
• Follow up on the accuracy of correspondence (Certificates, Attestations, Reference Letters, Recommendation Letters…) prepared by the HR Officer.
• Ensure all personnel files are properly maintained and complete as per the agreed upon check list and in accordance with Amel rules and regulations.
• Collaborate with the team members to ensure that organizational charts are created and regularly kept up to date which will ultimately enable Amel programs to define and organize structures and jobs and allocate people to the right places to improve efficiency.
• Join forces with HR Officers and relevant departments to revise and put in place Amel’s indemnity scale.
• Ensure that all personnel files are updated and complete as per the agreed upon checklist. (Electronic, digital and printed form). In addition to regular follow ups (Service agreements renewal, expired documents, courses and training certificates, vaccination records….).
• Identification and mitigate the human resource risks, including HR initiatives.
• Prepare quality HR periodical reports for review by the programs coordinators within the timeframes specified.
• Oversee the relationship with Amel’s insurance provider to ensure high level of service and relationship effectiveness with the support of the HR Officer and in coordination with the projects / programs coordinators and ensure the HR Officer’s thorough follow up on staff enrolment, cancellation, claims…).
• Support in any PSEAH, breach of code of conduct, child safeguarding or other incidents when needed.
• Plan relevant self-care days and activities, including HR team members and workers in the brainstorming and suggestion phase, to ensure a participatory approach based on their needs.
• Oversee the process of collecting resumes and maintaining/ updating an electronic database by the HR Officer.
• Participate in local HR Forum meetings as a representative of Amel Association International.
• Demonstrate the ability to solve problems objectively and fairly, to think strategically while introducing innovations as needed to meet the demands of a dynamic and occasionally unpredictable internal and external employment environment.
• Set up weekly HR Department meetings.
• Set up a monthly HR Department workplan and update the Executive Management on progress.
• Organize regular visits to Amel centers to ensure that HR operations are being performed effectively and efficiently and to design and provide specialized training where necessary.

2. Attendance & Leaves

• Review and follow up on the implementation of Amel’s leave policy and ensure it is adhered to and ensure that all leave requests are duly filled, approved and reported to the HR Department in a timely manner.
• In accordance with the HR Policies in effect, advise/train supervisors on healthy leave management practices.
• Conduct monthly reviews of leave schedules/reports to ensure completeness and plan adherence, and produce quarterly reports to supervisors.
• Coordinate and process monthly timesheets for all staff and generate monthly consolidated reports for cost recovery in coordination with the Finance Department.

3. Recruitment, Onboarding, Performance Management and Exit Processes

• Supervise the recruitment process to ensure that Amel has a functional work force in accordance with Amel's recruitment policies and procedures, such as monitoring recruitment requests, JDs preparation, candidates shortlisting, initial interviews and reference checks.
• Oversee the preparation of Service agreements for all pending and current workers.
• Preparing an induction package for new joiners with the support of the HR officers.
• Oversee the onboarding process for new joiners prepared by the HR Officer(s) and taking new joiners on office tours and making necessary introductions which will eventually ensure new workers are successfully integrated into their new roles and the organization.
• Ensure that all new workers receive appropriate training on Child Safeguarding, Gender Equality and Inclusion, and Anti-Fraud inductions…
• Ensure that the exit process is carried out in accordance with HR Standards and Amel policies and procedures in effect.

4. Performance Management and Capacity Building

• Monitor the implementation of Training and development plans ensuring they are based on individual needs of staff and programs/projects’ needs.
• Conduct trainings on smart goal setting, team management, and appraisals on a regular basis.
• Provide capacity building trainings for Amel staff to develop their personal and communication skills.
• Track and report on staff performance on a regular basis in collaboration with other staff members.
• Provide strategic guidance and support to program/project coordinators/ Relevant Coordinators on all aspects of HR management, focusing on workforce planning, grading and classification, timely recruitment, performance management, conflict prevention, absence management, staff professional development, and staff wellbeing.
• Support in conducting overall trainings to make sure that all the staff are aware of Amel’s policies and its complaint mechanisms.

5. Policies and Procedures:

• Perform a review of existing HRM system and practices taking into account national and partners best practices and the principles of ethics, merit, equality, fairness, transparency, diversity, inclusivity and responsiveness.
• Determine Amel Association’s HRM policies and procedures recommendations of improvement, namely in the components of compensation/benefits, ethics/conduct, recruitment/hiring, staff development/performance management and termination processes. These recommendations would include regulatory and procedural amendments, identification of modern tools to be considered and specific capacity development activities that should underpin the restructuring process.
• Mentor the capacities and skills of Amel Association HR Staff in the application of the new policies and procedures, systems and tools with the aim of improving individual performance management and achieving a merit-based personnel management system.
• Promote and follow Amel policies and procedures, such as the code of conduct, Child safeguarding policy, PSEAH…
• Implement and clarify HR policies and related questions for workers.
• Ensure compliance with Amel policies and local labor laws.
• Being part of the PSEAH committee, participating effectively in putting a yearly strategic plan for this committee to mainstream PSEAH inside Amel services and making sure all Amel’s workers and beneficiaries are aware of this policy.

Position Requirements, Qualifications and Skills

• Master Degree in Human Resources, Business Management or related field or Bachelor Degree with 4 years of HR experience (mandatory).
• Previous work experience in an HR position including coordination functions (mandatory).
• Complete understanding of human resource practices and  trends.
• Familiarity with HRIS software.
• Knowledge of different recruitment practices/methods like social media recruiting, video interviewing, and worker referrals.
• Full understanding of HR functions and best practices.
• Working experience with the Human Resources Management software
• Computer literacy (MS Office applications and tools, in particular).
• Ability to demonstrate good leadership skills.
• Strong ethical standards.
• Good conflict resolution abilities.
• Outstanding knowledge of Labour laws
• Effective time management and organizational skills.
• Ability to manage deadlines and stressful situations.
• Capacity to work in teams and flexibility to take on new tasks.
• Relevant CSOs/NGOs experience is mandatory.
• Display a high level of discretion.
• Spoken and written fluency in Arabic and English. French is a plus.

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