HR and Admin Officer (Second Position)

The HR and Admin Officer will be responsible on the effective and efficient implementation of HR and Admin core services to staff in accordance MAG global policies and procedures, MAG values and in line with the Lebanese local labor laws and regulations.
This includes, but is not limited to, maintaining accurate data in all relevant databases and files, ensuring completeness of personnel records, and implementation of effective and efficient responsive systems to address employee requests.

Principal Responsibilities

Human Resources responsibilities

1- Monitor, verify and record daily staff attendance and ensure accurate completion of attendance data base daily.

2- Update and maintain the leave system and ensure appropriate follow up and records keeping.

3- Maintain and update employee data base efficiently and in a timely manner.

4- Support the HR and Admin Manager in the recruitment process by assisting with the downloading of all applications, drafting advertisements, ensuring timely correspondence with all candidates, and coordinating timely and accurate correspondence with successful candidates.

5- Assist with drafting appointment letters.

6- Ensure that pre-employment checks are completed and newly hired employees have provided all the necessary personal information and documents for the HR database and employee file.

7- Organize induction for all new staff in line with MAG policy in coordination with the HR and Admin Manager.

8- Prepare employees contracts and amendments as advised by HR and Admin Manager using MAG approved templates.

9- Handle all aspects of employees' admissions and departures in accordance with MAG policies and LLL requirements.

10- Ensure comprehensive organization and meticulous upkeep of employees' files and archives in accordance with MAG standards and LLL requirements.

11- Ensure that employees’ medical records, accreditations, incident reports and security clearance are safely filed.

12- Ensure that MAG's policies are adhered to.

13- Assist with payroll preparation and in compiling primary information for monthly payroll and handle related tasks when necessary.

14- Prepare staff Perdiem and casual workers payments in a timely effective manner.

15- Ensure efficient collection of records and follow-up on family allowance, end-of-service benefits, school allowance, and necessary documents from employees for NSSF and MOF.

16- Draft all kinds of employees’ letters and Memos as per need and as advised by HRAM and translate clearly to Arabic.

17- Prepare warning letters as per MAG’s disciplinary procedure and translate it to Arabic clearly.

18- Participate in delivering induction and trainings for employees on code of conduct, whistle blowing and other HR policies and keep records.

19- Scan all relevant personnel documents and save at the HR server as per the instructions of the HRAM.

20- Help the HR and Admin Assistant in updating employee’s training tracking, and ensure filing of certificates upon needs.

21- Assist during employee performance appraisal process, collect objectives and update tracker in coordination with HRAM.

22- Ensure clear positive communication with all MAG employees and HR team according to MAG values and PPC and act as a role model for staff.

23- Regularly exchange information with the direct line manager on completed tasks, ongoing activities, and any issues encountered. Ensure timely communication of relevant information to facilitate efficient coordination.

Administration Responsibilities

1- Maintain a safe and secure work environment and ensure that all offices and guesthouses are kept clean. Promptly report damages to Logistics team for repair or replacement.

2- Ensure regular and efficient inspection of the work environment, offices and guesthouses and share promptly identified issues with HRAM and liaise with logistics team for repair.

3- Ensure the upkeep and maintenance of office and guesthouse furniture, including desks, chairs, cabinets, beds, wardrobes, and other furnishings.

4- Provide administrative support to conferences, workshops.

5- Coordinate domestic and international travel arrangements for staff and visitors, process travel claims, and arrange tickets, visas, hotels, and revisions as required.

6- Assist with renewing residencies for international staff.

7- Supervise duty drivers, assign tasks, ensure adherence to schedules and fleet policies, and manage admin vehicles maintenance and care as required.

8- Manage the cleaning supplies stock, HR stationary and distribution in coordination with HR and Admin Assistant.

9- Regularly update internal administrative documents (telephone directory of staff, service providers, etc.) independently or upon the request of the HRAM.

10- Review monthly SIM invoices on the website, data distribution according to MAG phone policy, mobile devices distribution, maintenance and stock.

11- Translate documents and letters as needed and advised by the HR Administration Manager, ensuring accurate and clear communication for non-English-speaking employees.

12- Prepare letters to be shared with LMAC and RMAC according to needs and requests.

13- Renew annual permission letters from LMAC for accessing various barracks and handling explosives.

Safeguarding and Wellbeing

1. Act as safeguarding focal point (check TOR). Answer employees’ inquiries and report to SG Lead accordingly.

2. Provide and assist with delivering SG trainings to new staff and refreshers on yearly basis.

3. Assist during investigations by note taking and obtaining NDA’s.

4. Act as role model by consistently demonstrating appropriate behavior and conduct.

5. Assist in organizing wellness activities, supporting work-life balance policies, and facilitating access to mental health resources and employee assistance programs.

6. Assist during staff assemblies by translating for non-English-speaking employees and help with translating associated documents and meeting minutes.

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Essential Requirements:

1- Bachelor’s degree or equivalent in human resource management, business administration or social studies degree or equivalent experience.

2- At least three years’ experience in the HR field and preferable with INGO’s.

3- Commitment and willingness to work in a challenging environment

4- Good interpersonal skills, effective written and verbal communication, assertive, and have attention to details.

5- Good organizational and time management skills; ability to thrive in fast-paced environments and manage tight deadlines.

6- Honest and trust worthy: High level of accountability over work; ability to maintain confidentiality

7- Act as a role model for staff and ability to represent MAG professionally.

8- Capable of adjusting to changing circumstances and adapting to new situations effectively

9- Exhibit a proactive enthusiasm for acquiring new processes, and actively contribute by suggesting innovative methods to optimize and maintain seamless back-office operations.

10- Excellent English Language (Spoken and written)

11- Excellent IT skills including use of MS Office and ability to use the Arabic keyboard efficiently.

GENERAL

All MAG staff is expected to undertake the following general duties:
➢ Work towards achieving departmental business plan objectives.
➢ Work within the framework of MAG’s core values, promoting its ethos and mission statement.
➢ Work as part of a team and liaise with other departments to ensure effective communications across the organization.
➢ Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
➢ Ensure confidentiality of information as required by MAG policies and procedures.
➢ Undertake any other duties appropriate to the post as may be required.
➢ Aware of gender mainstreaming and ready to participate in gender awareness courses/training
➢ Able to work in a mixed team.
➢ Undertake and apply learning from appropriate training and development programmes.
➢ Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing