Human Resources Specialist

Position : HR Specialist

Location: Lisbon, Portugal

Type: Full Time - Contract of 6 months

Model: Onsite

Reports To: HR Manager

Position Summary:

We are seeking a proactive and detail-oriented HR Specialist to join our dynamic team in Portugal. This role will be instrumental in ensuring a positive employee lifecycle, from seamless onboarding to fostering a supportive and engaging work environment. The HR Specialist will be responsible for managing key HR processes, including inductions and onboarding, timesheet management, health and safety administration, personnel administration, and initiatives related to employee engagement and wellbeing.

Key Responsibilities:

1. Inductions and Onboarding:

• Plan, coordinate, and deliver comprehensive onboarding programs for new hires, ensuring a smooth and positive integration into the company culture and their roles.
• Prepare and manage all onboarding documentation, including employment contracts, policy acknowledgements, and relevant HR forms.
• Conduct initial HR orientation sessions, providing information on company policies, benefits, and procedures.
• Liaise with relevant departments to ensure new hires have the necessary resources and support (IT access, equipment, etc.).
• Gather feedback from new hires and managers to continuously improve the onboarding process.

2. Timesheet Inputs and Processing:

• Administer the company's timesheet system, ensuring accurate and timely submission of employee work hours.
• Provide guidance and support to employees and managers on timesheet policies and procedures.
• Review and process timesheet data, identifying and resolving any discrepancies.
• Prepare reports on timesheet data/other HR related data, as required.
• Ensure compliance with Portuguese labor laws

3. Health and Safety:

• Assist in the implementation and maintenance of the company's Health and Safety policies and procedures in compliance with Portuguese legislation.
• Act as a point of contact for health and safety related queries from employees.
• Support the organization of health and safety training programs and awareness campaigns.
• Assist in the investigation and reporting of workplace accidents and incidents in collaboration with the external vendor
• Maintain relevant health and safety records and documentation.

4. Personnel Administration:

• Maintain and update employee records accurately and confidentially in the local database and report the changes to the global teams
• Process employee changes, including new hires, terminations, transfers, promotions, and salary adjustments.
• Manage employee leave requests (vacation, sick leave, etc.) in accordance with company policy and Portuguese labor law.
• Prepare HR-related documentation, such as employment certificates, references, and other official letters.
• Ensure compliance with data protection regulations (GDPR) in all HR administrative tasks.

5. Engagement and Employee Wellbeing:

• Support the development and implementation of employee engagement initiatives to foster a positive and productive work environment.
• Assist in the organization and execution of employee events, team-building activities, and social gatherings.
• Contribute to the development and promotion of employee wellbeing programs, such as health initiatives, stress management resources, and work-life balance support.
• Gather employee feedback through surveys and other channels to identify areas for improvement in engagement and wellbeing.
• Act as a point of contact for employee concerns and contribute to a positive employee relations environment.

Qualifications and Skills:

• Bachelor's degree, preferably in Human Resources, Business Administration, Psychology, or a related field.
• Proven experience (minimum 2 years) in a similar HR role, preferably within Portugal.
• Solid understanding of Portuguese labor law and HR best practices.
• Experience with HRIS systems and proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Excellent organizational and time management skills with a strong attention to detail.
• Strong communication and interpersonal skills, with the ability to build rapport with employees at all levels.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Proactive and solution-oriented approach with a strong work ethic.
• Fluency in Portuguese and English is essential.

Personal Attributes:

• Enthusiastic and positive attitude.
• Empathetic and approachable.
• Team player with the ability to work independently.
• Strong sense of responsibility and ownership.
• Commitment to continuous learning and professional development.