Human Resources Representative

arcenciel

The HR Representative serves as the Human Resources focal point within the assigned arcenciel centers, ensuring the effective implementation of HR policies, processes, and initiatives while acting as a liaison between employees, center management, headquarters, and project teams to support personnel administration, employee relations, donor compliance, and organizational communication, by fostering a compliant, engaged, and well-supported workforce that contributes to arcenciel s mission of promoting inclusion and sustainable development.

HR Representation and Employee Support

• Serve as the main point of contact for all HR-related matters within the assigned centers.
• Provide guidance to employees and supervisors on HR policies, procedures, and administrative processes.
• Promote understanding and consistent application of HR policies, forms, and internal regulations.
• Escalate complex or sensitive matters to the relevant HR focal point at headquarters.
• Maintain an active presence in the centers to strengthen relationships, identify issues proactively, and reinforce HR visibility
• Act as a trusted HR contact for employees experiencing work-related or personal difficulties affecting their performance or well-being.
• Receive, document, and refer employee concerns to the relevant HR specialists at headquarters.
• Mediate minor workplace conflicts and support early resolution of interpersonal issues.
• Coordinate with the HR manager to monitor social assistance and employee support cases.
• Promote a positive work environment based on respect, fairness, and open communication.
• Identify early warning signs of disengagement, absenteeism, or conflict and escalate them proactively.

HR Donor Reporting

• Coordinate with Project Managers to identify and validate the employees assigned to each project.
• Ensure that staffing allocations are consistent with approved project budgets, donor regulations, and actual operational needs.
• Prepare and update employment contracts, and assignment letters reflecting project-specific donor-imposed conditions.
• Collaborate with Project Managers and the Finance Department to verify salary distributions and resolve discrepancies between budgeted and actual personnel costs.
• Generate payslips for projects reporting while ensuring confidentiality and compliance with internal payroll procedures.
• Monitor contract expiration dates and funding periods to ensure timely renewal, extension, or closure of employee assignments linked to projects.
• Respond to internal and external audit requests by providing complete and organized payroll and HR documentation related to donor-funded projects.
• Maintain electronic and physical personnel files containing all project-related HR documentation
• Ensure compliance with Lebanese labor law, internal HR policies, and donor regulations governing compensation, documentation, and allocation of staff costs.
• Maintain strict confidentiality of payroll, contractual, and employee information.

Personnel Administration and Payroll Support

• Coordinate with the HR department at the headquarter on all employee administrative matters.
• Collect and submit payroll-related information, including attendance, leave, overtime, and other personnel changes.
• Maintain and update employee records and ensure all personnel files are complete, accurate, and confidential.
• Process salary advances in accordance with arcenciel s policies and procedures.
• Distribute salaries or pay slips when required while ensuring confidentiality and obtaining the necessary acknowledgements.
• Monitor administrative deadlines related to contracts, probation periods, and employee status changes.
• Follow up on contract renewals, end-of-contract notifications, and required supporting documents to ensure continuity and compliance.

Recruitment and Onboarding Support

• Coordinate with the Recruitment Unit at headquarters on staffing needs and recruitment activities.
• Coordinate onboarding activities for new employees, including orientation sessions, workplace tours, and completion of required documentation.
• Support the integration of new hires and follow up during their first weeks of employment.

Organizational Communication and Culture

• Facilitate communication between headquarters and center employees regarding HR initiatives, policy updates, and organizational announcements.
• Support the implementation of employee engagement and well-being initiatives.
• Encourage adherence to arcenciel s values, code of conduct, and organizational culture.
• Gather employee feedback and communicate recurring themes and recommendations to headquarters.
• Prepare and submit regular HR reports and updates as requested by headquarters.

Working Conditions

• Job Constraints : Occurrence of work load.
• Tools, Software used : Microsoft Office, Zoho people, Pims
• Workplace : Office based, or in the centers during the visits.