HR and Admin Officer

Job Purpose

The HR and Admin Officer will be providing comprehensive HR and administrative support across MAG Lebanon, supporting personnel processes, attendance, leave, payroll, employee records, while ensuring compliance with MAG policies and Lebanese labor law. The role assists in recruitment, induction, training, performance management, and staff wellbeing, while supporting office operations, travel, and logistical arrangements. Acting as a key point for safeguarding and staff support, the position ensures all HR and administrative activities contribute to operational effectiveness and organizational standards.

Principal Responsibilities

HR Operations and Staff Support

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 up-to-date and well-organized employee personnel files by ensuring timely filing of all records, reviewing file completeness against standardized checklists, and proactively following up on any pending documentation to ensure full compliance.
4. Ensure all personnel documents are scanned and securely saved on the HR server, maintaining complete and up-to-date digital records for all employees.
5. Ensure that employees’ medical records, accreditations, incident reports and security clearance are safely filed.
6. Regularly update the employee database as needed, in coordination with the HR team when changes are required.
7. Support the HR and Admin Manager in the recruitment process by ensuring timely communication and coordinating accurate correspondence with selected candidates.
8. 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.
9. Organize induction for all new staff in line with MAG policy in coordination with the HR and Admin Manager.
10. Support in preparing employees contracts, amendments and notices as advised by HR and Admin Manager using MAG approved templates.
11. Follow up on probation and contract renewal timelines, coordinating with managers and ensuring timely processing with the HR and Admin Manager.
12. Handle all aspects of employees' admissions and departures in accordance with MAG policies and LLL requirements.
13. Ensure that MAG’s policies are effectively communicated and consistently adhered to by all employees across the organization.
14. 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.
15. Support in drafting all kinds of employees’ letters and Memos as per need and as advised by HRAM and translate clearly to Arabic.
16. Support in preparing warning letters as per MAG’s disciplinary procedure and translate it to Arabic clearly.
17. Participate in delivering induction and trainings for employees on code of conduct, whistle blowing and other HR policies and keep records.
18. Assist during employee performance appraisal process, collect objectives and update tracker in coordination with HRAM.
19. 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.
20. Support the coordination of staff training sessions, including logistical arrangements, training Management plan, attendance tracking, and reporting.
21. 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.

Payroll & Statutory Compliance

1. Support in preparing monthly payroll inputs, ensuring accurate reflection of attendance, leave balances, overtime, salary changes, and deductions.
2. Coordinate where needed with the HR and Admin Manager on all payroll-related matters to ensure alignment with organizational policies and deadlines.
3. Support completing and follow up on NSSF documentation including registration, cancellation, maternity leave, family allowance, EOS and unpaid leaves as assigned by the direct line manager.
4. Ensure all practices comply with Lebanese labor law and internal regulations.
5. Support when needed the HR and Admin Manager/ Coordinator in the preparation of annual income tax reports and NSSF annual report.
6. Respond to employee inquiries regarding payroll, taxes, NSSF, and payslips, and escalate complex cases to the HR and Admin Manager as needed.
7. Prepare staff Perdiem and casual workers payments in a timely effective manner.

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 the cleaners, assign duties, and ensure all cleaning activities are carried out effectively and in accordance with MAG standards.
8. Manage the cleaning supplies stock at the offices and guest houses and HR stationery and ensure timely distribution.
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.

Essential Requirements:

1. Bachelor’s degree or equivalent in human resource management, business administration or social studies degree or equivalent years of experience.
2. At least three to five years’ experience in the HR field and preferable with INGO’s.
3. Hands-on experience in payroll processing, NSSF contributions, and income tax declarations in Lebanon is required.
4. Effective interpersonal skills with good verbal and written communication, good presentation abilities, assertiveness, and keen attention to details.
5. Good organizational and time management skills; ability to thrive in fast-paced environments and manage tight deadlines.
6. Ability to represent MAG in a professional manner and serve as a positive example to colleagues through conduct and attitude.
7. Capable of adjusting to changing circumstances and adapting to new situations effectively.
8. Demonstrates a high level of integrity and discretion in handling sensitive and confidential information.
9. Accountability to deliver accurate results including NSSF and tax reports.
10. Strong problem-solving and conflict resolution skills,
11. People-oriented with good active listening skills.
12. Fluent in English and Arabic Languages (both spoken and written)
13. Excellent IT skills including use of MS Office, ability to use the Arabic keyboard efficiently with familiarity with HR and payroll systems.
14. Must hold a valid driving license.

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 of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.