HR & Logistics Coordinator

Role Overview and Responsibility:   

This is a fast-paced role delivering a comprehensive support to the Programme Teams in Lebanon and Head of HR and Compliance. The HR and Logistics Coordinator will perform activities in accordance with responsibilities outlined below:

Human Resource Management:

• Lead on the recruitment and selection process; drafting job descriptions, advertising, and short listing, scheduling interviews, preparation of appropriate interview documents and liaising with candidates, also participating on interview panels;
• Coordinate and prepare offer letters and ensure completed paperwork is processed (pre-employment reference and background checks); ensure that all new employee procedures are correctly administered;
• Draft contracts, both internal (staff, consultants) and external (service providers/ suppliers, other vendors), and maintain an efficient system that tracks contract expiry, renewal and changes in contracts are adequately documented.
• Coordinate and induct new staff with on-boarding, preparing induction programme, and ensure staff have appropriate work space and LAW equipment;
• Lead on the staff probation process and make sure performance reviews are held in a timely manner with the line manager; identifying training needs;
• Accountable for HR documents, including maintenance of confidential personnel files, leave records etc to ensure they are accurate and up to date;
• Manage staff performance concerns or conduct issues efficiently and effectively with appropriate support and hr intervention in coordination from the Head of HR;
• Ensure staff receive training and adhere to consistent high standards, including the Code of Conduct and safeguarding policies;
• Support the Head of HR and Compliance on global projects; ensure that LAW policy and procedures are embedded and adhered to; develop policies and designing toolkits to improve organisational change and development;

Payroll and Logistics

• Ensure smooth running of payroll in coordination with the Finance Manager; employee NSSF registration, salary payments and tax deductions, time sheets, holiday management, sick leave, exit clearance, etc
• Coordinate with providers (medical and the workmen compensation insurance) to manage appropriate covers and policies for staff.
• Coordinate the procurement and vendor selection process (suppliers and service providers), obtaining quotes, prepare bid analysis and periodic reviews of service level agreements
• In coordination with the Finance Manager maintain inventory of office equipment and assets including laptops, mobiles, stationary and vehicle registration;
• Support and assist international staff with visa applications.

Safety & Security

• Ensure the security and safety of teams with the Support of the Programme Manager; develop security plans; risk assessment in coordination with the Operations Director;
• Maintenance of the office to ensure a safe workplace and implementation of staff security and safety;
• Keeping up to date with relevant security agencies and government sources to ensure situational awareness of the security situation.
• Conducting risk and security assessment when planning events, travel missions and field trips;
• Initiating calls for staff in a crisis situation and to coordinate staff to be moved to safety.

Any other duties as specified by the Head of HR and Compliance or Programme Manager.

Skills and Qualifications Required:

• Bachelor’s Degree in Human Resources Management, Business Administration, or a related field
• Four year’s demonstrated experience working within a HR function in a similar position
• Track record of general HR/Admin procedures and policies, safety, and good financial or accounting background
• Experience of general payroll and statutory requirements;
• Experience and ability to support and supervise staff;
• Experience working with an International NGO preferred.
• Excellent knowledge and understanding of the Lebanese Labor Law
• Proficient in Microsoft Office applications (word, excel, PowerPoint, outlook)
• Excellent communication skills, including fluency in both English and Arabic, spoken and written
• To work independently, with high level of organisational skills to priorities conflicting deadlines;
• Ability and skills to establish positive relationships with various stakeholders;
• Good understanding of safeguarding, and confidentiality of the HR function.