HR/Admin Assistant

In Lebanon, HelpAge International (HAI) work started in 2013 through inclusion of older people in humanitarian response and then expanded in 2014 and 2015 to focus on primary healthcare and psychosocial support services to older Syrian refugees as well as to vulnerable older members of the host communities. HAI has been working on the prevention and management of non-communicable diseases and providing psychosocial support to older people since 2016, responded to the COVID-19 pandemic in 2020, and contributed to support homebound older people and their family members in response to the Beirut Port blast in 2020 and 2021.

In May 2021, HAI started a two-year project “Community-based health and protection intervention for the most at-risk Syrian refugees and host community members, in particular older people and people with disabilities, in Jordan and Lebanon”. The project will provide humanitarian assistance to address critical gaps in healthcare and protection services for the most vulnerable groups while contributing to building crisis resilience among Syrian refugees and host communities living in urban areas of Jordan and Lebanon.

The project’s health and protection activities will be implemented by partners in Jordan and Lebanon. HAI will be responsible for the overall project and grant management and will ensure cross learning between the two country programs; will also lead on advocacy and training events focusing on capacity-building of implementing partners in the fields of inclusion and protection of older people and people with disabilities in humanitarian programs.

As part of this project, HAI in Lebanon will work in partnership with IDRAAC to provide mental health services and cash assistance to vulnerable older people in Beirut and Mount Lebanon.

KEY TASKS AND RESPONSIBILITIES

Human Resources:

• Participate in recruitment and interviewing processes and prepare induction programs for new staff.
• Coordinate with the lawyer in contracts preparation for all national and international staff.
• Manage staff leaves for the Lebanon Office Staff on Human resource information system and consolidate leave accrual for year-end processes.
• Follow up with the line manager to ensure that performance reviews are undertaken and that they happen in a timely and effective way.
• Keeping an up-to-date custody of staff confidential files and other HR related documents (both hard and soft copies).
• Support in management of staff benefit and liaise with the insurance agent (NSSF) for national staff and their dependents.
• Enroll new staff into benefits and terminate benefits for staff leaving the organization.

• Support setting up staff meetings and taking minutes for the meetings.

Administration/Logistics

• Receive all purchase requisitions from the various departments and register them.
• Request for quotations from suppliers /service providers.
• Prepare quotation analysis for supplies, hotels, accommodation, conferencing, and other procurements.
• Prepare all purchase orders/service contracts and send them to suppliers upon approval.
• Receive invoices and attach the necessary supporting documents and submit for approval and payment.
• Coordination of workshops/conferences logistics.
• When needed, ensure participants are well informed of travel arrangements, visa requirements, security (share security briefing document), picking and dropping.
• Handling the ADDS (Access Donor Database System).

Safeguarding

• Apply preventive measures from potential harm and abuse by our staff, operations, and programs to anyone that encounters our work.
• Report all safeguarding incidents seen, heard about, or suspected, using our internal reporting mechanism.
• Complete mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.

Others

• Any other duties that may be assigned related to HR/Admin.

Person Specifications

Technical/ Job Related

• A minimum 2 years experience in related jobs, preferable in INGO.
• Bachelor’s degree in Business or Human Resources Management.
• Ability to work effectively independently as well as a part of a team.
• Able to use judgement to prioritize work.
• Ability to maintain confidentiality.

Others

• Good organizational and time management skills.
• Good interpersonal skills, courteous and accommodating.
• Excellent skills in computer packages and the internet.
• Ability to speak and write fluently in Arabic and English.

Behavioral Competencies

• Results Orientation towards own and team’s role in line with organizational priorities, decisiveness, passion and drive for high quality work.
• Working with others, in a team environment, receiving and providing feedback, contributing to the team’s success, and managing conflicts if it occurs.
• Leading Others by defining organizational and team’s vision, supporting development of team members.
• Self-Management, by demonstrating Integrity and credibility, leading by example, committed, knowledgeable and confident on the job functions and superior communication skills.