Recruitment:

1. Draft and review job descriptions with the relevant technical teams.
2. Utilize the Recruitment Request Form (RRF) to track recruitment needs and initiate the recruitment process upon receiving an approved request.
3. Manage job postings across various platforms (LinkedIn, Indeed, HireLebanese) and career pages.
4. Source potential candidates through recruitment platforms, professional networks, and internal databases.
5. Screen resumes against job requirements and maintain organized candidate records and folders.
6. Shortlist and rank qualified candidates and share profiles with the relevant technical teams for review.
7. Conduct initial HR screening interviews to assess candidate suitability, availability, expectations, and overall fit.
8. Coordinate and schedule HR and technical interviews with candidates and relevant interviewers, and prepare the corresponding interview feedback documentation.
9. Follow up with technical teams to collect and consolidate interview feedback.
10. Maintain and update candidate statuses throughout the recruitment process using the company ERP system.
11. Conduct reference and background checks, when required.
12. Prepare and issue job offers.
13. Manage candidate communications throughout the recruitment cycle, including interview confirmations, follow-ups, status updates, offers, and rejections.
14. Maintain accurate recruitment records and documentation for reporting and future reference.

Onboarding & New Starters:

1. Collect and verify all required new-hire documentation, including identification documents, passports, university diplomas, criminal records, and other employment-related documents.
2. Create and maintain new employee personnel files and register new hires on the relevant HR systems.
3. Coordinate the completion and signature of the employment agreement, Individual User Agreement (IUA), and other required onboarding documents.
4. Notify the HO/HE of new joiners, specifying the assigned team and Project Lead or Department Lead; coordinate with the Accounting team for Insurance and NSSF registration; and inform the Marketing team for V Card preparation.
5. Coordinate with IT and relevant teams to ensure the timely setup of company email accounts, equipment, system access, and other required resources.
6. Prepare and manage induction checklists to ensure completion of all required onboarding steps.
7. Organize and deliver new-hire orientation sessions, including an introduction to the company, workplace procedures, and relevant HR policies.
8. Coordinate required ISO induction sessions, including ISO 27001, ISO 20000, ISO 9001, and other applicable standards.
9. Coordinate introductions and initial meetings with the employee’s team, Project Lead, Department Lead, and other relevant stakeholders, as required.
10. Track completion of required new-hire actions, including the update of the employee’s LinkedIn position and title.
11. Schedule and track the one-month adjustment check-in and follow up on any identified action points.
12. Schedule and coordinate the three-month end-of-probation evaluation and ensure completion of the required evaluation documentation.
13. Monitor the overall onboarding process and follow up with new hires and relevant stakeholders on outstanding requirements or actions.
14. Serve as a point of contact for new joiner questions and general HR support.

Termination Processes:

1. Coordinate the employee termination and offboarding process in accordance with the established Leavers Procedure.
2. Prepare and process the required termination documentation including the termination checklist, NSSF documentation, Insurance… etc.
3. Notify the relevant Department Lead/Project Lead and concerned internal teams of the employee’s last working day.
4. Coordinate the collection of company assets, including laptops, access cards, and any other assigned equipment.
5. Coordinate with the relevant teams to deactivate the employee’s system, email, and office access.
6. Conduct and document the employee’s exit interview.
7. Update the employee’s status and termination details on Odoo and relevant HR records.
8. Prepare and issue employment certificates or other required documents, as applicable.
9. Maintain complete termination and offboarding records and ensure all required steps are completed by the employee’s last working day.

Internship Program:

1. Manage the internship program from initiation through completion, act as the primary point of contact for interns, and ensure adherence to the established Internship Procedure.
2. Plan internship cohorts and coordinate intern capacity with relevant departments.
3. Coordinate intern pre-onboarding, onboarding, documentation, system access, schedules, and supervisor assignments.
4. Conduct regular check-ins and address concerns raised by interns or supervisors.
5. Manage intern offboarding, including exit surveys, documentation, and certificates.
6. Maintain intern records and track start/end dates, extensions, and potential employment conversions.

Travel & Cyprus Relocation

1. Manage employee relocations to Cyprus from initiation through post-arrival, ensuring adherence to the established Cyprus Relocation Process.
2. Coordinate Cyprus travel, accommodation, timelines, and other relocation logistics.
3. Prepare and track Cyprus visa, work permit, residency, and other required relocation documentation.
4. Coordinate required medical tests, translations, certifications, and document ratifications.
5. Liaise with the Cyprus office, authorities, legal counsel, travel agents, and relocation partners in Cyprus office.
6. Maintain complete relocation files and track outstanding requirements and deadlines.
7. Serve as the main point of contact for relocating employees and provide post-arrival support.
8. For personal travel, prepare the required employment attestation (proof of employment) and provide the necessary legal documents of inmind.ai.
9. For business travel, prepare the required employment and supporting documents in accordance with the established Travel Procedure and Annex.

HR Records & Reporting

1. Maintain accurate employee and candidate records within the ERP and applicant tracking system.
2. Administer employee surveys and consolidate results.
3. Prepare HR reports and metrics, including headcount, turnover, recruitment activity, time-to-fill… etc.

Employee Engagement & Events

1. Plan and organize employee engagement activities and events alongside the Marketing Department (Team-building and Workshops).
2. Coordinate event logistics, including venue, catering, invitations, and scheduling.
3. Communicate events internally and drive employee participation.
4. Oversee on-site event execution and address day-of issues.
5. Collect post-event feedback and evaluate engagement outcomes.