Administration and Human Resources Assistant - ARE Activity

BACKGROUND

The Lebanon Agriculture and Rural Empowerment (ARE) program is a multi-year project funded by USAID to develop rural economics in Lebanon through support to the agro-food sector and other industries to unlock local and export sales potential while also creating jobs and increasing farmers’ and worker’s incomes. ARE will increase jobs; improve incomes; improve female participation and employment opportunities; increase domestic and export sales; increase private sector investment; improve access to finance; link value chain actors to domestic and international markets; and improve farm production through improved practices, technology, increased volume, and/or decreased cost.

POSITION DESCRIPTION

The Administration and Human Resources (HR) Assistant is a support position on the Lebanon ARE project. The main responsibilities of this position include assisting the Administration and Human Resources Manager with personnel hiring, onboarding, personnel filing, and paperwork, as well as supporting the operations and finance team with day-to-day filing, office logistic management and project inventory. The Administrative and HR Assistant will oversee the day-to-day operations of the project office, including overseeing personnel contracts, local and international travel logistics, and ensuring the office is fully equipped with the necessary supplies to allow staff to successfully complete their work. As a member of the Operations team, the Administration and HR assistant will report to the Administration and HR Manager who shall be responsible for coordinating his/her assignments and supervising his/her work.

DETAILED RESPONSIBILITIES

• Assists with complete and thorough inventory of all property of the Lebanon ARE project
• Assist the Administration and HR Manager in the hiring and onboarding of ARE staff members, including posting job advertisements, review CVs received, shortlist applications, arrange interviews with candidates, and gather hiring paperwork and documentation from candidates including biodata verification, reference, and other background documents and complete and file internal hiring and onboarding files
• Collect employee’s timesheets review and ensure that the required supporting documentation is attached and verified. Prepare payroll packages for processing by the Finance Specialist
• Maintain personnel and HR recruitment files (hard and electronic copies), including ensuring that each employee’s files contain requisite information in accordance with Chemonics policies and in line with USAID requirement, and ensure that all files are scanned and appropriately saved on the project’s SharePoint site
• Maintain timesheets and track employee leave balances and communicate these to staff and senior management as required
• Assists the Administration and HR Manager with tracking local insurance contracts (health, personal accident, and property)
• Assists with overseas and domestic travel arrangements, clearances and hotel reservations for all short-term consultants traveling to the field, and local staff traveling to conduct site visits or to regional offices
• Translation of any program or office documentation, as required
• Responsible for preparing ID cards for all staff worn by all ARE staff when on official business or on Chemonics property.
• Ensures that the photocopier and other office equipment is well maintained, operating properly and ensures adequate supply of consumables. Ensures that vendors are honoring maintenance contract terms.
• Establish and maintain appropriate filing systems for office correspondence.  Receive and dispatch mail.
• Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
• Provides support towards implementing training events.
• Assists in establishing meetings for consultants and ensuring consultants receive information needed prior to an assignment;
• Assists in the provision of rapid, efficient and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of Beirut, and injuries to employees during working hours;
• Assists in coordinating with the local import/export authorities to get project commodities and expatriate household effects in and out of the country;
• Manages fleet, trips, and drivers;
• Manages office administration such as office cleaning, seating, IT services, translation, and similar;
• Lead on administrative procurement requests and administrative contracts management;
• Performs other tasks as assigned by the Administration & HR Manager, or Finance, Operations and Grants Director;

MINIMUM QUALIFICATIONS

• Bachelor’s degree required
• Minimum two to four years of relevant experience working in reception, office administration, or a similar field
• Excellent organizational and communications skills
• Demonstrated ability to work in a professional manner with fellow staff members, visitors, partner organizations including international and local NGO’s, government authorities, and the general public
• High computer literacy, with experience in e-mail, word processing, and spreadsheet management
• Experience working with international organizations or donor-funded projects preferred
• Proficiency in English required, Arabic fluency required

LOCATION OF ASSIGNMENT

The Administration and HR Assistant will be based in the project’s main office in Beirut, Lebanon, and travel throughout the country as required.

REPORTING

The office assistant will report directly to the Administration and HR Manager, or his/her equivalent or their deputy.