HR & Admin Assistant

Basmeh & Zeitooneh is a registered Lebanese organization, committed to serving refugees and vulnerable communities in Lebanon, through four community centers across the country. The organization runs educational, relief, livelihoods, and protection programs, and aims to serve as an inclusive and supportive focal point for the entire community.

Job Purpose: Support our daily HR & Admin activities and assist in coordinating HR policies, processes, and relevant documents. Act as a liaison between HR Manager & employees ensuring smooth communication and prompt resolution of all queries.

Major Activities :

• Resolve conflicts that might arise between employees/volunteers by investigating, comparing & analyzing facts. Ensure both parties are treated fairly and given equal opportunities to express themselves.
• Guarantee that personal files of all staff are administered with appropriate quality and all their contracts are updated and well organized.
• Responsible for the logistical arrangements of meetings, workshops, and other events in collaboration with the logistics department & operations, and other units. Be aware of any event/ meetings occurring in the community center & ensure that the attendance sheet is filled &  Maintain an office filing system.
• Ensure that all logistics are taken care of before an employee joins B&Z; Office is ready/ laptop/ email with the line manager coordination. Send a welcome email to the team introducing the new employee.
• Responsible for the orientation of new employees. Familiarize newcomers with the employee handbook and related policies and procedures including the Code of conduct. Explain their duties & responsibilities. Ensure that the new joiner signs their contract, their job description, & their induction checklist.
• prepare contracts and extensions and make sure to have the connect info needed from the finance unit and to have a proper and organized filing.
• Maintain a tracking system for all B&Z leave balance
• Maintain and update the HR electronic and hard filing system
• Maintain the confidentiality of all sensitive HR information at all times
• Show flexibility in supporting other field offices when necessary
• Monthly report to HR Officer.
• Prepare certificates and other HR documents when needed & deliver them within 48 working hours
• Tracking, following up and collecting timesheets on time
• Prepare monthly payroll for employees
• Track capacity-building needs of staff and create a capacity-building plan accordingly and share an updated report on a quarterly basis to the  HR Officer
• Assist managers and coordinators in evaluating the performance of staff
• Ensure a smooth exit of staff whose contracts are ending one month prior to the end of the contract, by collecting feedback and slowly making them prepared for their departure, including signing all related documents.

Key Performance Indicators : 

• Adherence to B&Z policies & procedures
• Employee Relations
• Conflict resolutions

Education & Experience :

• Bachelor's Degree in Human Resources, Business Management or any related field
• Minimum of 1-2 years of professional experience in an Administration/HR role

Competencies:

Functional: 

• Knowledge of employment laws and practices
• Excellent organizational skills
• Strong computer skills, especially in MS office

Behavioral:

• Communication skills
• Confidentiality & Integrity
• Teamwork & Collaboration
• working under pressure