Role Description
Main Tasks & responsibilities
1. Administer the SET recruitment process
● Draft and post job vacancies.
● Screen CVs received.
● Perform full recruiting cycle
● Send CVs to managing partners for review & selection.
● Contact selected candidates for in-person interviews.
● Participate in interviews & candidates’ selection
● Perform background checks.
● Prepare job offers and contracts, pending approval from Managing Partners.
● Ensure agreement signature.
● Create a profile on Softmind.
● Send a welcome email, introducing the new hire.
In charge of staff recruitment for all: set all Job Descriptions with required qualifications & KPIs, in cooperation with Heads of departments / Managers / Supervisors; write job posts related to vacancies in coordination with Managing Partner(s) & communication officer; screen CVs, Run first round of interviews (telephone screening); conduct subsequent interviews in collaboration with Managing Partner(s); prepare job offers and job contracts; perform exit interviews with employees who leave.
2. Conduct general employee orientation
● Introduce new hires to all team members.
● Introduction to supervisor/manager…for specific orientation.
● Clarify Staff Manual policies & procedures.
● Ensure signature of all employment documents: employment agreement, job description, staff manual, Code of Conduct…
3. Assist in performance appraisal
● Create the PA plan based on the staff joining dates – 1st appraisal within 2-3 months of the joining date.
● Complete the PA forms with related KPIs.
● Send an empty form to the assessors, along with the position’s Job description, 1 day before the due PA.
● Assist in the PA interview – provide HR perspective, based on personnel files (critical incidents, warnings, rewards…)
● Follow up on the manager’s recommendations for subsequent actions.
4. Administer SET personnel data accurately & timely
● Complete timesheets.
● Document sickness, annual leaves, and vacations.
● Ensure proper medical reports are available for sick leaves…
5. Ensure proper HR Policies & Procedures implementation and follow-up
● Clarify and refer staff to the Staff Manual for general policies & procedures.
● Refer to HR policies & procedures for all HR-related matters – warnings, rewards, extra hours pay…
● Ensure they are applied accurately & timely.
6. Organize team events to promote team spirit & wellness
● Coordinate with related staff the activities requirements – food, transportation…
● Documenting events outcomes.
7. Reporting
● Daily report to MPs
● Monthly reporting – HR summary report.
8. OTHER [AS NEEDED AND REQUIRED BY PROJECTS]:
Administer HR functions across all SET Projects, such as:
· Conduct outreach – Poster hanging in Beirut; ask partners to post on their premises & their social media.
· Perform Vulnerability assessment & select the most vulnerable.
· Recruit & maintain accurate personnel data for 170 cash for Work (CFWs).
· Follow-up on CFWs issues/requests, in collaboration with the MEK manager.
9. HR Policies and Procedures
● Continually update HR Policies and procedures, the staff manual, and follow-up on implementation.
● Manage the Performance Appraisal Process with the support of the HR coordinator; this includes assisting in PA meetings, providing opinions, etc.
● Develop/update and implement an employee performance appraisal system (develop forms, follow up on staff appraisals, gather data, analyze data, submit results, conduct appraisal meetings, etc.)
10. Employee relations
● Supports department/outlet managers in solving employees’ issues
● Organize team events to promote team spirit & wellness
● Propose activities to MPS, with related details, cost…
● Upon approval, coordinate with related staff the activities requirements – food, transportation…
● Manage activity and document outcomes
11. Personnel Administration
● Follow-up with the HR Coordinator on personnel administration issues: accurate personnel files, timely staff attendance, payroll & social security requirements, tracking annual, and sick leaves, and vacations …)
12. Complete and timely governmental administrative requirements
● Ministry of Health - bitaqat sohiyet for new staff, renewals…
● Process Medical Tests/work accidents insurance matters, as needed
13. Training and development
Train people on using HR-related forms [advance on salary, vacation request, sick leave…]