HR & Admin Assistant (Tripoli with visits to Beirut)

1. Purpose

CARE is a leading relief and development non-governmental organization fighting global poverty. Established in 1946, it is now a confederation composed of 14 members and 4 affiliates. In 2016, CARE worked in 84 countries around the world, supporting development and humanitarian aid projects to reach more than 83 million people. While CARE is a large international organization with more than 11,000 employees worldwide, we have a strong local presence: 95% of our staff are nationals of the countries where our programs are run.

This position works in close consultation with the HR and Admin Senior Manager, is responsible for ensuring the timely and correct implementation of HR policies and procedures and provide support in admin functions.   

2. Reporting Lines

HR and Admin Senior Manager 

3. Specific Duties and Responsibilities

JOB RESPONSIBILITY 1: HR function (70% of time)

- Support on all stages of the employment life cycle from recruitment, onboarding, learning and development, and separation.
- Learning & Development: follow up with new staff on completing the mandatory trainings and support in updating the Learning & Development tracker 
- Issue employment certificates for CIL staff and other certificates needed or requested 
- Perform clerical functions of scanning of all HR documents with due diligence. This includes employment agreements, vetting, NSSF registration, and similar
- Support in auditing the HR files
- Ensure the HR files are complete and archived as per CIL standards ensuring confidentiality
- Collect and review timesheets and ensure timely submission of national staff
- Support in the monthly reports for local and expats, PAR, time sheets, leave tracker, HRMIS, and similar
- Ensure all staff, international and national, always have adequate access to HR/Administrative policies and procedures and have signed PSEA and code of conduct.
- Ensure pertinent contact lists
- Ensure all staff are covered by medical health insurance

JOB RESPONSIBILITY 2: Administration function (30% of time)
     
- Monitor and ensure office maintenance and replenishment of office supplies and stationery 
- Ensure a proper archiving of records for administration documents  
- Issue all PRs related to office equipment, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc.).
- Support in issuing PRs for travel plane ticket, hotels and other
- Assist with translation of documents from Arabic to English and vice versa
- Sit at the reception, receive office calls and visitors 

Perform other duties as assigned by the Senior HR and Administration Manager

4. Qualifications / special skills or knowledge

• Experience in Human Resources and Office Administration. 
• Extensive experience interacting with and relating to gender professionals and international stakeholders at senior level. 
• Team player with strong interpersonal skills, with the ability to build strong internal relationships and networks. 
• Motivated self-starter who enjoys working in a collaborative and international environment

b. Experience: 

At least  0-1  years of relevant experience, especially at NGOs, academic organizations, standard-setting bodies, public agencies focused on Human Resources 

c. Academic background:

Bachelor’s degree in one or several of the following areas: Human Resources, Social Sciences, Business Management or equivalent number of years of experience. Master’s degree preferable 

d. Languages: English and/ or Arabic are the working language of CARE International.

Knowledge of other languages is an asset.

5. Other contract elements

• High level of all aspects of managerial experience
• Confidentiality 
• Excellent time management skills, ability to organize and prioritize tasks, and meet deadlines
• Sense of diplomacy and negotiation 
• Ability to operate effectively in a stressful environment 
• Flexible and adaptable  
• Accurate and ability to improve and institutionalize approved financial processes
• Adapt to changing environment
• Excellent interpersonal skills
• Decision-making skills
• Demonstrate fairness, integrity and impartiality
• Diplomacy
• Problem-solving and mediation

6. PSEA and Child Safeguarding Policies

CARE International in Lebanon is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.
CARE International in Lebanon and its employees and stakeholders abide by the CARE International Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding Policies.