Admin Assistant

Category:

Assistant – national

Work Location:

Beirut

Supervisor:

HR/Admin Officer

Job Summary:

This position works in close consultation with the Administration and HR department, will provide support in admin functions.   

Working Travel:

This position will be based in Beirut, with possible travels to the field offices.

Contract Type:

Fixed term employment contract

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review and funding availability.

Education & Certification:

Minimum Bachelor’s degree

Minimum Education Level:

Bachelor’s degree in Business Administration, Finance, HR, and Management 

Proven Experience:

1-2 years’ experience in a similar role working in support functions 

Good analytical skills, computer literacy, and excellent documentation and communication (oral and written) skills are essential.

Demonstrated ability to work under pressure, good planning skills 

Ability to work well with a team and establish relationships with other teams/offices

Cultural awareness and ability to work well in an office environment with people from diverse backgrounds and cultures 

Good oral and written English skills 

IT / Software / Technical Skills:

Good command of Excel, Word, and Outlook

Language Skills:

Language                Speaking                                Reading                  Writing

English                    Very Good                              Professional           Professional

Arabic                     Fluent/Mother tongue             Professional           Professional

French                    Intermediary (desired)                          

Competencies

• Able to keep confidential information
• Good time management skills, ability to organize and prioritize tasks, and meet deadlines
• Sense of diplomacy and negotiation
• Ability to operate effectively in a stressful environment
• Flexible and adaptable 
• Adapt to changing environment
• Good interpersonal skills

Detailed Responsibilities & Tasks

Responsibility #1 HR function:

• Keep and maintain record of staff leaves, time sheets, and PAR for nationals and expats
• Issue payment requests for interns, volunteers, and consultants
• Support the HR team on all stages of the employment life cycle from recruitment, onboarding, learning and development, and separation.
• Perform clerical functions of scanning of all HR documents with due diligence. This includes employment agreements, vetting, NSSF registration, and similar
• Assist the HR and Admin Officer in auditing the HR files
• Ensure the HR files are complete and archived as per CIL standards ensuring confidentiality
• Assist the Admin and HR team in timely submission of monthly reports; HRMIS, recruitment tracker, org chart, contact list, and similar
• Verify that all staff are covered by medical health insurance, main focal point with the service provider, and process staff claims

Responsibility #2 Admin function:

• Answer phone calls and welcome visitors into CARE office.
• Maintain a good understanding of CARE staff roles and responsibilities in order to direct visitors to the correct focal point.
• Monitor and issue procurement requests for office maintenance and replenishment of office supplies and stationary
• Issue PR for yearly cleaning contracts
• Maintain a proper archiving of records for administration documents 
• Maintain timely travel arrangements and accommodation of staff
• Support the administrative function of visitors; RED and registration forms, coordinating with lawyer and GS for visa issuance, and booking travel and accommodation. Ensure international travel is in compliance with donor requirements
• Review mobile phone invoices and issue payment requests
• Prepare payment requests for financial auditor, lawyer, medical insurance, accommodation, and travel invoices
• Prepare payment requests for expats payments such as maintenance, school allowance, travel claims, and similar
• Assist with translation of documents from Arabic to English and vice versa

Responsibility #3 Reporting

• Alert on identified dysfunctional processes and make proposition to improve CARE HR systems
• Participate actively to the bi-weekly meeting

Perform other duties as assigned by the HR and Admin Officer