HR & Admin Assistant

JOB TITLE: HR & Admin Assistant
LOCATION: Beirut

START DATE: Emmediate 

ABOUT ABAAD

ABAAD – Resource Centre for Gender Equality is a UN ECOSOC-accredited organization that aims to achieve gender equality as an essential condition to sustainable social and economic development in the MENA region.

JOB PURPOSE:

The HR & Admin Assistant is responsible for supporting both the Human Resources and Administrative functions of ABAAD. The role requires a highly organized and detail-oriented individual with excellent verbal and written communication skills. This individual will assist in handling office tasks, managing documentation, and providing basic HR administrative support.

KEY RESPONSIBILITIES:

Human Resources Responsibilities:

• Assist in administrative aspects of the recruitment process (e.g., posting job vacancies, scheduling interviews, preparing interview logistics).
• Maintain and update employee records while ensuring confidentiality and compliance with organizational policies.
• Support the onboarding and offboarding process by preparing documentation and assisting with orientation for new hires.
• Track and update employee leave records and attendance reports.
• Provide administrative support in implementing HR policies and procedures.
• Assist in handling employee inquiries related to HR matters.

Administrative Responsibilities:

• Manage phone calls and route callers to the appropriate parties.
• Handle ABAAD’s main official email and general correspondences.
• Cover the reception desk, greet and assist visitors professionally.
• Maintain office filing systems, organize documents, and ensure proper record management.
• Perform office tasks such as typing, copying, binding, scanning, and generating reports.
• Manage scheduling and logistical arrangements for meetings, including booking meeting rooms and ensuring necessary materials are available.
• Arrange local and international travel and accommodation for ABAAD staff.
• Provide logistical and administrative support to different ABAAD teams as needed.
• Dispatch and receive stock from the warehouse based on stock requests & Goods Received Notes.
• Complete daily courier services such as bank visits, governmental institution errands, and mail handling.
• Manage ABAAD’s mobile numbers and SIM cards, maintaining an up-to-date tracking sheet.
• Regularly update and maintain contact lists.
• Draft and distribute correspondence memos, letters, reports, and spreadsheets.
• Take accurate minutes of meetings when needed.
• Maintain ABAAD’s physical library and ensure proper documentation.
• Ensure the office is fully maintained, including ordering office supplies and ensuring cleanliness and organization.
• Monitor and manage office utilities, requesting replenishments when necessary.
• Perform any additional administrative tasks requested by Management.

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor’s Degree in Business Administration, Human Resources, or a related field.
• 1 to 2 years of experience in administration or HR support.
• Excellent communication and interpersonal skills.
• Fluency in spoken and written English and Arabic; French is a plus.
• Proficiency in Microsoft Office applications.

COMPETENCIES:

• Ability to remain calm in stressful situations.
• Strong organizational and problem-solving skills.
• Excellent time management skills with the ability to multi-task and prioritize effectively.
• Attention to detail and accuracy.
• Flexible and proactive attitude.