Admin/HR Officer

Duties and Responsibilities:

Human Resources:

• Oversee effective human resources management system for Concern with support from the Admin & HR Manager

• Responsible of all the recruitment process of national staff and making sure all vacancies are filled with the right people in a timely manner (This includes but not limited to assisting in the job description preparation or review, vacancy announcements, shortlisting, arranging for written tests, setting up interviews, reference checks, preparing job offers, sending regret letters, employee contracts and induction).

• Promote equity, transparency and consistency in the interpretation, determination, implementation and administration of HR policy, procedures and guidelines on all HR related matters applicable to the staff in the office.

• Monitor staff/management issues and support/advise management and staff as appropriate to improve and resolve the issues. Provide administrative support to the staff-management bodies in the capacity of HR focal point in the office.

• Support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment

• Assist the Admin & HR Manager in reviewing Concern’s HR policies and procedures for Lebanon to ensure compliance with Lebanon Labour Law and competitive terms and conditions for employees

• Provide current and prospective employees with information about policies, job duties, working conditions, wages and employee benefits;

• Assist Admin & HR Manager in preparing the payroll of national staff in liaison with Finance team to ensure all local staff receives the correct monthly payments on time.

• Responsible of preparing the monthly payments of service contractors in liaison with the Finance team to ensure the service contractors receive their correct monthly payment on time.

• Assist the Admin & HR Manager in monitoring the implementation of Performance Development Review and probation system, ensuring that it operates equitably and consistently across the organization.

• Assist the Admin & HR Manager ensuring exit interviews are carried out with all staff leaving Concern and undertake analysis of these.

• Prepare recommendation letters, salary attestations, visa letters, NSSF letters for staff when requested.

• Update contract tracker and renew employment contracts and make sure staff members always have valid contracts with updated job descriptions.

• Maintain and keep updated the organogram of the organization.

• Handle all the NSSF work (This includes but not limited to: registering and deregistering of staff, follow up on the monthly payments, filling the NSSF EoS documents for staff, liaise with the NSSF focal point fetc…)

• Train, support and assist the Admin & HR assistant.

• Supervise the cleaners in the office and in the International Staff apartments.

• Prepare payments related to the Admin & HR department and submit them to the finance department with all the necessary documents (This includes but not limited to: Insurance payments, Internet, hotel payments, lease agreements, etc…)

Administration

1.  Take a lead on matters related to International staff visa/work permits/residency issuance and extension with support from the Admin & HR Manager;
2. Responsible for Tracking of visas for international staff and permission requests for travel to restricted areas
3. Develop a cordial relationship with central government officials by regularly meeting them specially Ministry of Labour and General security and other relevant government ministries for visas and government reports
4. Process all expatriates visas and ensure that visas issued in a timely manner and are renewed before their expiry
5. Process security clearances for expats and non-Lebanese staff
6. Process travel permissions as required
7. Process the issuance of work permits from the ministry of Labour

Other tasks

1. Undertake other appropriate tasks that support the work of Concern in Lebanon as requested.

Skills, Qualifications, Experience and Attitude Required

1. Bachelor degree in Business administration, Management or relevant field.
2. At least 3 years’ experience in the Administration and Human Resources field.
3. Proven experience of dealing and understanding of the NSSF procedures and Lebanese Labour law.
4. Proven experience of dealing and understanding of issues related to issuance of visa’s, work permits and residency for the international staff.
5. Experience translating documents and providing oral translation services between English and Arabic
6. Previous experience working with humanitarian organisations is desirable
7. Strong organisation, time management and problem solving skills
8. Excellent computer skills in a MS Office and good command of email
9. Ability to work calmly and efficiently under pressure to meet tight deadlines
10. Excellent oral and written communication skills in Arabic and English.
11. Demonstrated ability to interact with other people effectively and diplomatically
12. Commitment to maintaining confidentiality
13. Ability to negotiate and assist in the resolution of disputes/conflict
14. Willing to work in the field as per need of the project activities including occasional overnight stays away from home base
15. Non-judgmental attitude and respect for Concern’s beneficiaries, other staff and people that Concern deals with
16. Commitment to humanitarian principles and values
17. Commitment to Concern equal opportunity and gender practices