Administration Assistant Support Part-Time

Terms of Reference Administration Assistant Support August 2017 NGO PRESENTATION Handicap International is an independent and impartial international aid organisation 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 organisation 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.   HI has been present in the Middle East since 1987 through its Development Department. HI started from early April 2012 a new project at the regional level aiming at the recognition and respect of the rights of PwD by the authorities and institutions, through the reinforcement of the Disabled People’s Organisations (DPO) and the disability movement at large. In Lebanon, in addition to the regional project, HI has been implemented a project aiming at improving the access to mental health rehabilitation services for the children with psychological distress living in the Palestinian camps. At last, in 2010, HI established the only humanitarian demining capacity in northern Lebanon (Batroun Region) Action Center (LMAC) in achieving its goal of making Lebanon mine impact free by 2020.    MISSION CONTEXT Following the yearlong crisis in the Syrian Arab Republic, that has caused the displacement of civilians in Turkey, Lebanon and Jordan, Handicap International is implementing projects in Lebanon and Jordan, aiming at mitigating the impact of the crisis on the Syrian refugees and the host communities. In Lebanon as well as in Jordan, Handicap International aims to improve the access to emergency rehabilitation cares for the Syrian refugees at hospital and community level and to improve the coverage of the specific needs of the most vulnerable people affected by the crisis at the community level. In Lebanon, the targeted areas are the northern Bekaa Valley and Tripoli, whereas in Jordan, the targeted area is the northern region closed to the boarder.   In Bekaa, Handicap International aims to improve the coverage of basics and specific needs of the most vulnerable people affected by the crisis at the community level, and by developing a tailored response to improve conditions of life during winter period. In Tripoli, Handicap International aims to provide direct support to syrian injured refugies at hospital and community level. Besides, HI aims to improve the coverage of specific needs for vulnerable persons in the North. GLOBAL OBJECTIVE OF THE MISSION   Under the direct supervision of the Admin Manager, you will be supporting the Admin Team with the Scanning, Photocopying & Archiving of Human Resources Records according to guidelines. The Admin Assistant will be participating in the preparation of National Staff Contract & Final Settlement according to HI regulations & guidelines. You will be working in close collaboration with the Admin Officer and the Admin Manager.   RESPONSIBILITIES AND TASKS DESCRIPTION Objectives Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records. Ensure the scanning & Photocopying of all the Human Resources in link with the guidelines and regulations briefed by his / her line-manager Support the Admin Man, Admin Officer with other relevant tasks required during this month. Support the Admin team with all contracts (OE, FT) / amendments contracts for National Staff are prepared according to HI standards (Weighting Criteria, Salary Scale, Job Description) upon HR Beirut Validation. Support with the signatures and the distribution of National Staff Pay slips. Support the Admin Team with the final settlement of employee at their end of contracts upon resignation or termination of contracts.   Note that this term of reference must remain flexible, to respond to additional tasks or changes as identified by the line manager   DURATION OF CONTRACT - TIME SCHEDULE – PLACE OF WORK Contract Duration: Starting Date of Contract till End of August 2017 Time & Work Schedule: To be determined, 3/4 days per week from 8:00 A.M to 5:00 P.M with one Hour Lunch Break Working Place: North Lebanon, Tripoli QUALIFICATION/ REQUIREMENTS Background: Degree in Business Administration is an asset Experience in filing and archiving is an asset Languages: English and Arabic (oral & written) Computer skills: good in computer skills Personal qualities & soft skills Good communication Skills Flexible Ability to multitask and deal with stressful work situations. Good interpersonal skills