Admin Assistant-Zahle (Part-time job)_(National Contract)

WeWorld-GVC (WW-GVC), constituted from the merger of two NGOs in 2018, is an Italian secular and independent organization working since 1971 in international cooperation and humanitarian aid. Present in more than 20 countries, WeWorld-GVC operates in the following areas of assistance: human rights, humanitarian aid, food security and livelihoods, access to water, health and hygiene, education, global citizenship education, quality teaching and international volunteering.                                                                                                                                                          

WeWorld-GVC has been working in Lebanon since 2006 and is currently supporting vulnerable populations through multi-sectoral emergency responses as well as water governance, livelihood, and local development interventions in Baalbek-Hermel and Akkar governorates. WeWorld-GVC interventions aim to increase the populations’ resilience, enhancing the communities’ capacity to find, within its fabric, the skills and resources necessary to grow in a self-sufficient manner. The mission counts more than 50 employees, divided into four offices (Beirut, Zahle, Ain, Kobayat). The main donors of the mission are EU, OCHA, AICS, and AFD.

WW-GVC is actually recruiting an employee to cover the position of ‘Admin Assistant’ to support activities in HR & Fin Admin Departments

Position Title: Admin Assistant

Reporting to: ‘Senior HR & Admin Officer’

Duty station: Zahle

Salary grade & level: Grade 3 Level 1

GENERAL OBJECTIVE OF THE POSITION

Under the supervision of the Senior HR & Admin Officer, the Admin Assistant is responsible for providing support to both the HR & Admin department and Finance Department, in terms of archiving recruitment, personnel files and other admin/finance tasks.

WORK RELATIONSHIPS

Line manager: ‘Senior HR & Admin Officer’

Line manager+1: Admin & Finance Manager

Supervising positions: N/A

In direct link with: Finance Officers

RESPONSIBILITIES & OBJECTIVES

Objective 1: Ensuring to have a good archiving system for all WW-GVC personnel and admin files.

Activities/Main duties:

• Scanning the personnel documents
• Renaming scanned files
• Creating folder per staff number and adding renamed files in correspondent file
• Archiving the personnel and admin documents using the current archiving system (hardcopies and softcopies)
• Labelling each folder and creating a follow up tool in order to facilitate the searching of each file.
• Filling the current check list sheet with existing information in order to provide a report of missing files and documents so we can complete later on
• Update the Contracts follow-up sheet for all the soft contracts of former & current staff

Objective 2: Ensure to have a good archiving system for all the Attendance & Timesheets

Activities/Main duties:

• Creating a follow-up sheet for all the Attendance & Timesheets since 2020, and keeping its information up-to-date
• Ensure having a complete signed copies of all the Attendance & Timesheets for all employees since 2020
• Create Attendance & Timesheets for all the missing sheets since 2020 by referring to the annual leaves sheet of the respective (month & year) and use employees electronic signature for former employees who left WW-GVC, in order to have a complete file for every month

Objective 3: Ensure to have a good archiving system for Payslips

Activities/Main duties:

• Ensure having a scanned signed copies of all employees Payslips of each month

• Share each month a copy of employees Payslips with the Finance department

Objective 4: Ensuring to have a good archiving system for all WW-GVC recruitment files

Activities/Main duties:

• Scanning the recruitment documents
• Renaming scanned files
• Creating folder per vacancy reference number and adding all documents (CVs, matrix, tests, interviews) in correspondent vacancy file
• Archiving the recruitment documents using the current archiving system (hardcopies and softcopies)
• Labelling each folder and creating a follow up tool in order to facilitate the searching of the vacancies later on
• Creating a check list follow up tool to in order to fill what we have and complete the missing ones

Objective 5: Ensure the monitoring of staff performance through appraisals

Activities/Main duties:

• Updating the appraisals’ follow up sheet and keeping its information up-to-date as per the hard/soft copies
• Ensure having a scanned signed copies of all the appraisals

Objective 6: Annual leaves follow-up

Activities/Main duties:

• Disseminate the Annual Leaves for the team of every Line Manager on a monthly basis
• Ensure all requested & taken leaves are registered in the Annual Leaves Sheet

Objective 7: Assist the Senior HR & Admin Officer while printing the monthly Payslips

Activities/Main duties:

•            Stamp and organize the payslips as per HR coding disseminate to different basis

•            Disseminate the payslips to different WW-GVC basis after the signature of the Admin & Finance Manager.

Objective 8: Support the HR, Procurement and Finance teams in preparing the requirements for any external or internal audit visit

Activities/Main duties:

•            Find in the archive the needed documents.

•            Scanning documents.

Objective 9: Support Procurement and Finance teams to ensure on a monthly basis whenever needed, that donor’s accounting files are complete, well archived, maintained, and scanned in accordance with GVC’s and donors’ requirement

Activities/Main duties:

•            Archive documents, both hard copies and soft copies.

•            Perform any other urgent tasks requested by the Procurement and Finance Departments.

QUALIFICATION / REQUIREMENTS

Educational Background: University Degree

Languages: Very good in Arabic and English.

Driving license: Yes

Personal qualities & soft skills: The candidate should be accountable, creditworthy, responsible, confidential, organized, motivated, and sociable. The candidate should also be able to work using Microsoft Office such as Word, Excel and PowerPoint.

EMPLOYMENT CONDITIONS

• Type of Contract: Part time job (50%, as 2.5 days per week)
• Basic Salary: $603.00 USD per month
• Transportation Allowance: $60 USD included in the Net Salary
• Net Monthly Salary: $663.00 USD per month
• Expected Starting date: 01/11/2022
• Contract Duration: 1 year
• Type of contract: Fixed Term Contract, including 3 months’ probation period
• Renewable or not: Depending on good performance & availability of funds
• Social insurance: Yes