HR Officer – Tripoli - Handicap International

JOB ANNOUNCEMENT

Position:  HR OFFICER

Base: Tripoli – Libya

PRESENTATION OF HANDICAP INTERNATIONAL

Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

For more details on the association: http://www.hi.org

MISSION: Carry out the national and international staff administration, follow up and monitor the right implementation of HI HR policies and procedures in compliance with both legal and organizational frameworks.

WORK RELATIONSHIPS

Line manager: Admin Coordinator

RESPONSIBILITIES & OBJECTIVES

Responsibility 1: Participating in the revision and implementation of the programme’s policies and procedures (recruitment, induction, assessment, training)

Objective:          To implement the programme’s HR strategy

Activities:

• Participate in the revision/improvement of the programme’s contractual frameworks (IRs, STCE) in compliance with the organisation’s regulations and legal obligations;
• Participate in the revision/improvement of the programme’s Human Resources procedures: recruitment, induction, assessment, training, and ensuring their compliance with legislation and organisation’s principles;
• Ensure the respect and proper implementation of the programme’s policies and procedures at the coordination office;
• Provide trainings and support for team managers at coordination and sites support services manager in the career management of their staff (promotions, amendment of job definition and responsibilities, internal mobility, etc.).

Responsibility 2: Managing the national human resources

Objective: To ensure compliance with legal obligations and internal procedures

Benchmark: Quality of payroll preparations, conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts

“Personal administration” activities:

• Undertake the administrative management of national staff’s personnel files;
• Keep the staff register and reporting tables up-to-date and share it with the coordination according to deadlines (contacts, contracts, leaves, recruitments, appraisals, etc.);
• Ensure the staff files are up-to-date and properly archived (paper and digital);
• Ensure all employees are registered at the INAS, communicate their numbers and ensure its entry in the HR Database;
• Take the necessary action to register all staff and keep their files updated at the governmental directions and the private insurance companies (health and work accident) in collaboration with the sites administrative teams;
• Assist the HR Coordinator with any HR topic

“Payroll management” activities:

• Monitor the tally of paid leaves requests, attendance sheets, and other absences;
• Control Leaves balance and sign leave request forms for coordination;
• Draw up declarations for INAS and taxes, both employer and employees contributions, and take it into consideration for pay roll preparation;
• Draw up the monthly salary data base for the Tripoli office;
• Compile and control the monthly salary data base prepared on sites;
• Prepare the salary domiciliation transfer and share it with the Admin Coordinator for validation;
• Prepare pay slips and follow up on its signature by employees;

Disciplinary activities:

• Support the sites admin teams and the head of departments in any disciplinary measures taken toward any employees;
• File all the elements concerning disciplinary measures and keep all the data confidential;
• Document each step of the process and prepare any kind of document (warning);
• Report and liaise with the admin coordinator all matters linked to disciplinary measures for advises and decision validation;

Responsibility 3: Assisting with the administrative management of expatriate staff

Objective:           To ensure compliance with legal obligations and internal procedure

Benchmark: Conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts

Activities:

• Ensure the respect of the administrative management rules by the expatriate staff;
• Keep the staff register and reporting tables up-to-date and share it with the admin coordinator according to set deadlines (leaves, indemnity, housing, visa, etc.);
• Ensure a clear filing system for all HR relevant document (mission order, insurance, contract, etc.). Alert in case of document missing or out of date;
• Follow up on flight tickets reservation and extension;
• Manage the expatriate visas and residency requests with the lawyer;
• Brief the expatriates upon their arrival about the process, the documents and all info regarding their legal status;
• Welcome the expatriates upon their arrival and brief them about all HR and administrative processes and rules adapted at the office.

Responsibility 4: Implement the recruitment, assessment and training processes

Objective:           Compliance with HR processes within the established timeframes

Benchmarks: Quality of the organisation of recruitment process, quality of support in the management of processes, reactivity and conformity with deadlines

Recruitment:

• Implement the recruitment processes (circulation of job vacancy ads, convening candidates, organising the pre-selection, arrange the interview panel);
• Draw up and / or assist line managers drawing up the job descriptions;
• Draw up employment contracts;
• Liaise with the Line Manager and the several departments to ensure the proper integration of the new employee;
• Ensure that any new employees are aware of their rights and duties towards HI: induction, procedures, etc.
• Supervise all the processes concerning HR management and follow up: amendments of contracts, JD update, assessment, etc.;
• Archive recruitment files;
• Compile and share the recruitment monitoring table with the coordinator according to deadlines;

Appraisal

• Put in place and coordinate the annual appraisal process, compile the results and prepare a report;
• Assist with the organisation of appraisals campaigns, give trainings and guidance to the Line managers;
• Participate to committee meeting for results assessments when requested:
• Propose improvements and recommendation to the evaluation process and tools;
• Share the validated results with the managers and the concerned staff;
• Ensure the end of probation appraisal is completed;
• File and archive all appraisal documents and results;
• Compile and share the appraisal monitoring chart with the coordinator according to deadlines.

Training

• Compile and draft the base’ annual training plan following the training committee meeting;
• Share the agreed training plan with the head of departments and assist the team with its implementation;
• Implement the validated training plan and supervise the organisation of training sessions at office;
• Identify training providers in collaboration with the logistics department;
• Draft specifications and terms of reference for any training courses planned in collaboration with line managers;
• Share the training plan with the coordinator according to deadlines.

Responsibility 5: Ensure the communication and liaison on all HR matters internally and with external partners

Objective: ensure that all staff are aware of the processes, obligations and the corresponding monitoring files and documents are up-to-date  

Benchmark: HI legal status in norms with the country context; no delays nor penalties;

General administrative aspects

• Follow up the update on HI registration in the country at the various Libyan authorities: Ministry of Interior – CSC department, official representation, ministerial decree, delegations and authorizations, etc.
• Drafting and wording of agreements concerning the activities of HI in Libya, including delegations, employment templates specific for notary, etc.
• Ensure compliance with legal and tax obligations (HR, log, administrative, financial, etc.) through external sources of support (lawyers, workplace inspectors, etc.) and accord particular attention to the legality of contracts;
• Participate in the meetings with the lawyer and the coordination upon needs and requests;

INAS & Taxes

• Be the main interlocutor at the INAS & Taxes offices;
• Ensure employees and their relatives are properly registered by submitting appropriate forms;
• Ensure the employees’ files are up-to-date and renewed on yearly basis when necessary;
• Follow up with the sites on new and terminated employees declarations;
• Keep the original registration documents properly archived at Tripoli office and send digital copies to respected sites;
• Follow up on end of service indemnities settlements;
• Follow up on monthly, quarterly and annual declarations submission and payments;
• Assist and train on forms filling and processes;

Private insurance company

• Compile, update and share the employees’ and their relatives information with the insurance company;
• Collect, send and monitor medical claims submission, confirmation and reimbursement;
• Ensure all staff dispose of a work accident cover active from their 1^st employment date;
• Ensure the management team as well all employees are aware and trained on the medical scheme;
• Update files and share the necessary templates with the administrative team at sites;
• Ensure the files are up-to-date and the templates are available on sites;

Coordination and reporting

• Keep the programme organizational chart, general and security contact lists up to date; Communicate it on monthly basis with the coordination, sites and coordination;
• Facilitate communication with and diffuse updates to employees on all HR matters;
• Write and update documents covering all the HR and administrative procedures such as memos and/or internal notes as per the admin coordinator guidance;
• Communicate the programme’s holidays list to the whole staff after validation with the Admin Coordinator and Country Manager;

QUALIFICATION/ REQUIREMENTS

Educational background and experience:

• Bachelor degree in general administration (business, HR, ) or law;
• Minimum 2 years in the humanitarian field in administration and human resources

Skills:

• Ability to work under high pressure with a great level of personal organisation
• Strong communication skills
• Very good Communication and presentation skills (oral & written, Arabic & English)
• Very good organizational skills
• Fluent in Arabic and English (speaking/reading/writing) French would be an asset

Required languages & IT skills:

• Autonomous with Microsoft Office Package
• English mandatory (oral and written);
• French and Arabic language skills considered a plus

Personal Qualities:

• Professional sense of security and confidentiality
• Strong interpersonal and intercultural skills

CONDITIONS

• Closing date: 13 June 2020
• Starting date: 01 July 2020
• Only shortlisted candidates will be contacted.
• Please send your CV and motivation letter by email to recruitment-tripoli@Libya.hi.org with the subject reference “HR-OFF-TRIP”. Incomplete applications or received after the deadline will be disregarded.

Only short-listed candidates will be called for an interview and testing.

“Handicap International is an equal opportunity employer”

“Apply at Handicap International job offers is free

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