Job responsibilities
Recruitment & Onboarding
- Coordinate recruitment processes in collaboration with hiring managers, including vacancy announcements, application tracking, shortlisting arrangements, interview scheduling, and recruitment documentation.
- Check that recruitment requests, job descriptions, and required approvals are complete before proceeding with recruitment activities.
- Maintain recruitment trackers and coordinate with hiring managers and interview panel members to support a fair, transparent, and timely selection process.
- Coordinate onboarding and induction for new employees, including completion of required forms, personnel files, orientation, and introductory training.
Contract Management & Compliance
- Prepare and follow up on employment and service contract documentation, renewals, amendments, and end-of-service procedures in accordance with approved processes and applicable labour legislation.
- Track contract expiry dates and follow up with relevant managers to obtain timely decisions and approvals.
- Coordinate with relevant authorities and internal departments on employment compliance matters and promptly escalate legal or procedural concerns to the authorized senior manager.
- Maintain accurate and up-to-date contract records and supporting documentation for audit, donor compliance, and internal reference.
Performance Management
- Coordinate performance appraisal cycles by sharing timelines and forms, following up with supervisors, and tracking the completion and filing of assessments.
- Document and follow up on approved performance improvement measures and disciplinary procedures, referring sensitive or contested cases to the authorized decisionmaker.
- Promote consistent use of approved performance appraisal tools and ensure that related records are complete and confidential.
Learning & Development
- Collect training needs from employees and supervisors and consolidate them for review by the relevant manager.
- Coordinate approved training, induction, and capacity-building activities, including scheduling, attendance records, and completion follow-up.
- Maintain training records and share summaries of identified learning needs and completed activities with the relevant manager.
HR Operations & Reporting
- Coordinate monthly payroll inputs with employees, supervisors, and the Finance Department, including attendance, timesheets, leave records, and approved personnel changes; ensure the information is submitted accurately and on time.
- Maintain complete and confidential records of HR transactions and ensure documents are filed in accordance with HAND’s approved archiving and data-protection procedures.
- Compile personnel-related cost information and coordinate with Finance and project teams when staffing data is required for budgeting or donor reporting.
- Maintain and update HR templates, trackers, forms, and the HR information system or ERP, within the access rights and procedures assigned.
Employee Relations & Wellbeing
- Act as a first point of contact for routine employee inquiries, provide information on approved HR procedures, and refer matters requiring interpretation or authorization to the relevant manager.
- Coordinate communication between employees, supervisors, and relevant departments to support timely follow-up on workplace concerns and routine people-management matters.
- Support the implementation of approved staff engagement, wellbeing, Code of Conduct, safeguarding, anti-harassment, and other workplace initiatives.
Grievances & Investigations
- Receive, document, and track employee grievances in accordance with HAND’s approved procedures, maintaining confidentiality, impartiality, and appropriate records.
- Refer sensitive complaints, alleged misconduct, safeguarding concerns, or cases involving potential conflicts of interest to the designated authority without conducting unauthorized investigations.
Policy Implementation, Compliance & Records
- Follow up on the implementation of approved HR policies and procedures, identify gaps in documentation or process, and report concerns to the authorized senior manager.
- Support consistent application of the Code of Conduct, equal opportunity, anti-harassment, safeguarding, confidentiality, and conflict-of-interest requirements.
- Prepare and organize HR documentation for internal reviews, audits, and donor compliance checks, and follow up on outstanding documentation.
ADDITIONAL RESPONSIBILITIES
- Perform other related HR coordination duties assigned by the direct supervisor, provided they fall within the scope of the role, the employee’s competence, and HAND’s approved policies and procedures.
Qualification and Experience
- Bachelor’s degree in human resources, Business Administration, Law, or another relevant field.
- At least 5 years of relevant experience in human resources operations, recruitment, personnel administration, or employee relations; experience with NGOs or humanitarian and development organizations is an asset.
- Working knowledge of applicable Lebanese labour legislation, employment documentation, HR compliance, confidentiality, and personnel record management.
- Experience coordinating recruitment, onboarding, contract administration, attendance and leave records, payroll inputs, and HR reporting.
- Strong organizational, planning, coordination, and time-management skills, with the ability to manage competing priorities and meet deadlines.
- Ability to coordinate training and performance appraisal processes and maintain accurate supporting documentation.
- Good written and verbal communication skills in Arabic; working knowledge of English is an advantage or as required by the role.
- Strong interpersonal skills and the ability to coordinate effectively with employees, hiring managers, project teams, and support departments.
- Sound judgment, problem-solving skills, and the ability to recognize issues that require escalation or formal approval.
- Proficiency in MS Office and the ability to maintain HR trackers, databases, and HR information systems or ERP platforms.
- High level of integrity, discretion, professionalism, and commitment to confidentiality, ethical conduct, and safeguarding.
- Willingness to travel to HAND offices or project locations when required.
