Hr Admin Assistant (Tripoli)

Save the Children International is a 'dual mandate' organisation and as such equal priority will be given to both humanitarian and development work.  This is the only way we will be able to ensure that some of the fundamental rights that we believe children have, such as survival, safety and constant access to protection and education can be guaranteed. As part of a commitment to work with children through humanitarian interventions Save the Children will support programmes in both sudden onset and chronic emergency situations. Tripoli has an office of 50 staff and is still growing to meet the needs of the Syrian Crisis.      ROLE The HR/Administrative Assistant is to assist in all human resources operations and administrative issues and sit as a receptionist focal point for all visitors to SCI Tripoli Office. On the administrative side, the assistant will ensure the office and guesthouse are maintained and have all necessary materials and supplies for functioning, including stationary, consumables, furniture, repairs, utility payments, etc. This role also includes management of contracts (rental agreements), liaising with governmental agencies, hotel and conference hall bookings, travel arrangements, office mail management. The role also includes support to the HR Officer, on personnel filing, timesheets, attendance, leave sheets, contract preparation, photocopying, etc. and filling in for HR Officer when absent.    Main responsibilities   ADMINISTRATION Receptionist at main entrance, maintain visitor logbook and oversee daily attendance sheets, answer phones. Liaison with local authorities for administrative purposes Manage stationary and office supplies ensuring that sufficient stocks are maintained, including food and cleaning consumables (ie. tissues, refreshments, water, etc) Ensure upkeep and maintenance of office and guesthouse accommodation facilities (arrange repairs, oversee) Handle visitors, travel permits, bookings/hotel and related paperwork Maintain an inventory of Save the Children owned items (non assets) Provide administrative support to trainings and workshops (e.g. booking of facilities, provision of materials etc.) Ensure non-personnel contracts are drafted according to legal requirements are correctly filed and recorded and payment schedules are followed. Ensure utility payments are made on a timely basis Distribute phone cards on a monthly basis with proper financial accountability/distribution. Assist with general office filing, photocopying, inter-office mail system deliveries.  Manage cleaning staff. Maintain, update, and submit an office/guesthouse cost tracker and any other admin reporting.   HUMAN RESOURCES Assist HR Officer in tasks as required, including: updating personnel files, preparing timesheets, logging attendance, following on leave sheets, etc. Arrange and attend interviews when the HR Officer requires additional support Ensure confidentiality is maintained in regard to all sensitive personnel data.  Fill in for the HR Officer when s/he is absent.     QUALIFICATIONS AND EXPERIENCE Essential 1 year experience in administrative, receptionist, or HR position; recent graduates will be considered as well. Bachelor’s degree in Human Resources, or Business Administration or Human Resources. Good attention to detail, financial management skills Experience working in a professional setting Computer skills in Word and Excel Friendly personality with conflict resolution skills Strong communication (written and spoken), and interpersonal skills in English, with costumer service orientation Ability to travel outside the office to collect quotations, visitor suppliers, and procure office items Desirable Fluent in Arabic and English. French, a strong asset.   APPLICATION PROCESS   Please note that the closing date for applications is : For External applicants on  10th of March 2014  .                    The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. No further information will be given over the phone.   Please note: due to the critical nature of this recruitment, applications will be reviewed as they are received and successful candidates contacted on an on-going basis.  Internal Applicants are given priority in the recruitment process.   STARTING DATE: Immediate.  We’re looking for people who can start as soon as possible or within the next few weeks.   Each application package should include the following: •           Job title for the role you are applying for in subject header of the email •           Cover letter with the applicant’s current contact information •           CV (including detailed work experience, education/degrees)  –  3pages maximum •           Professional References (minimum of three, with complete contact information) •           Kindly do not send supporting certificates and documents at this stage •           Letter and CV should be saved into one Word or PDF document and sent to lebanonhrt@savethechildren.org    Applications not including all of the above information will not be reviewed. Only short listed candidates will be contacted.   We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.  All applicants will also be subject to Save the Children’s usual Child Safeguarding Policy and reference checking process.