Human Resources and Administrative Assistant - Zahle

ROLE PURPOSE:

Under the supervision of the HR and Administrative Officer, the HR and Administrative Assistant will oversee administrative functions for Zahle Area Office, including maintenance & stationary of office, lease agreements tracking and compliance, and other administrative arrangements. The HR and Administrative Assistant is also responsible for providing support in the various HR functions, which include recruitment, induction, and personnel files.

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.

SCOPE OF ROLE:

Reports to: Human Resources and Administrative Officer

Staff reporting to this post: Two cleaners

KEY AREAS OF ACCOUNTABILITY:

Under the supervision of the HR and Administrative Officer, the HR and Administrative Assistant will perform the following duties and responsibilities:

Administration:

• Ensure proper implementation of Admin policies and procedures.
• Maintain filing systems for records, correspondence and other material related to administration files.
• Oversee the maintenance of Zahle area office and accommodation facilities.
• Maintain a tracking system for lease agreements.
• Assist in identifying guesthouses, furniture, warehouses and other related issues upon need;
• Ensure that all office and guesthouses assets and equipment are in a good condition, and follow up on any maintenance needed or repairs.
• Facilitate reservation of accommodation for visitors.
• Prepare Save the Children ID for all staff.
• Maintain tracking system for all items received by staff (IDs, Keys, Vests, etc.)
• Ensure office and guesthouse is clean and well equipped by overseeing the work of the cleaners

Human Resources:

• Assist the HR and Administrative Officer in personnel related activities as required.
• Promote employee understanding and adherence to personnel policies.
• Support in maintaining a filing system.
• Collect and check timesheets on monthly basis and prepare transportation sheet.
• Assist in preparing contracts for new joiners (Regular & Non-regular staff).
• Assist in conducting interviews for volunteers and teachers.
• Assist in monthly Annual Leave reconciliation.
• Follow up on the inductions of Child Safeguarding, Fraud, and Harassment & Sexual Exploitation Policies to new employees and volunteers, in coordination with HR colleagues, line managers and other Focal Points.

General

• Ensure that SCI activities are implemented in accordance with SCI policies, SCI child protection strategy and national guidelines and frame works;
• Comply with Save the Children’s policies and practices with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

QUALIFICATIONS 

• Business Administration degree or equivalent
• Fluent in English and Arabic language
• Diploma or certificate course in HR, Administration or Personnel Management will be an advantage

EXPERIENCE AND SKILLS

• 1 to 2 years of experience in HR and Admin, preferably in a NGO
• Excellent interpersonal communication skills, including the ability to maintain confidentiality
• Excellent time management and organisational skills

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.