HR & Admin Assistant - Beirut

CHILD SAFEGUARDING:

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working  in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check  will be required (at ‘standard’ level in the UK or equivalent in other countries).

KEY AREAS OF ACCOUNTABILITY :

Human Resources:

• Carry out the recruitment process of staff including shortlisting, interviews (Assistants/Officers level), background checks, contract preparation and induction.
• Lead on the recruitment process of non regular staff including interviews, background checks and contract preparation and ensure accurate database is in place.
• Follow up on employee relations issues.
• Ensure, coordinate and facilitate the on boarding of new staff in field offices. 
• Ensure new staff have completed all mandatory trainings including the Child safeguarding policy, Fraud Awareness, the code of conduct, anti-harrassment policy, Oracle-HR, Effort reporting.
• Manage and process employees timesheets, effort reporting.
• Ensure monitoring the implementation of performance review system.
• Conduct exit interviews and  follow up on the exit procedure of leavers.
• Follow upon on insurance and NSSF issues in the field office.
• Respond to audit requests as requested.
• Update and maintain the organogram of the field office.
• Ensure all HR policies and procedures are respected and explained to all staff.
• Maintain an organized and updated filing system: personnel files, timesheets, recruitment documents, contracts.
• Maintain confidentiality of all sensitive HR information at all times.
• Manage staff details on Oracle-HR.

Administration:

• Ensure operation of office equipment by completing maintenance requirements and/or calling for repairs.
• Keeps inventory of office supplies and makes  sure that the office is always well fed  with the needed supplier.
• Supervise the cleaning staff and follow-up on their daily schedule.
• Handle petty cash and prepare payment request (office utilities and maintenance/ cleaners)
• Sets up and coordinates meetings and workshops as required.
• Maintains a contact list of government emergency numbers and important contact persons.
• Manage communications (phone calls and e-mails), and direct them as necessary.
• Make logistical arrangement including vehicle arrangement for staff, visitors, partners, donors, and consultants and coordinate hotel accommodation with Head Office Administration.
• Gather requests for postpaid phone line, IDs and Business Cards and process with Head Office Administration
• Provide a well-equipped, hygienic and comfortable office environment so staff  can work effectively and efficiently.

Partners capacity building:

• Provide technical HR and admin support to local partners and participate in non-thematic capacity building activities, in coordination with the programme team and as requested by HR Director.

QUALIFICATIONS  & Experience

• Business Administrat / Human Resources Management degree or Diploma / Certificate in HR or Personnel Management is preferred;
• At least 2 years relevant working experience;
• Good understanding on HR administration related issues, basic on general HR management, knowledge on office management and filing;
• Excellent interpersonal communication skills, very accurate in drafting letters and emails, good in database information management, maintaining confidentiality, documentation & filing skills;
• Good communication (English & Arabic);
• Excellent time management skills;
• Commitment to Save the Children values