Admin and HR Assistant

Organization:

CARE International in Lebanon

Department/Division:

Support

Unit:

Admin and HR

Last Update:

December 18, 2018

Category:

Officer – national

Work Location:

Beirut

Supervisor:

Admin and HR Officer

Posting Restrictions

None

Job Summary:

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

Supervisees :

None

Working Travel:

This position will be based in Beirut, with frequent travels to the field offices.

Salary:

Based on CIL salary scale 

Employment Start Date:

January 15, 2018   

Duration of Contract:

6 months

Contract Type:

Fixed term

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review and funding availability.

Education & Certification:

Minimum Bachelor’s degree  

Minimum Education Level:

Bachelor’s degree in Business, HR, Administration, Finance, or any related field

Proven Experience:

1-2 years minimum experience in a similar role working in support functions

Good analytical skills, computer literacy, and excellent documentation and communication (oral and written) skills are essential.

Demonstrated ability to work under pressure, excellent planning skills and provide timely quality information and reports

Ability to work well with a team and establish relationships with other teams/offices

Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures with highly developed interpersonal skills and fluency in English

Confidentiality

IT / Software / Technical Skills:

Good command of Excel, Word, and Outlook

Language Skills:

Language                Speaking                                Reading                  Writing

English                    Fluent                                     Professional           Professional

Arabic                     Fluent/Mother tongue             Professional           Professional

French                    Intermediary (desired)                          

Competencies

• Confidentiality
• Good time management skills, ability to organize and prioritize tasks, and meet deadlines
• Ability to operate effectively in a stressful environment
• Flexible and adaptable 
• Adapt to changing environment
• Excellent interpersonal skills
• Demonstrate fairness, integrity and impartiality
• Problem-solving and mediation

Detailed Responsibilities & Tasks

Responsibility #1 HR function:

• Provide assistance to the HR team on all stages of the employment life cycle from recruitment, onboarding, learning and development, and separation.
• Recruitment of employees and consultants: ensure requisition form is on file, screening of resumes, schedules interviews, ensure proper documentation of interview panel, reference check, vetting and due diligence, and ensure employee folder is complete. Prepare regular recruitment tracking reports
• Onboarding: Prepare the orientation schedule for new joiners, insure proper HR induction and signatures of code of conduct, PSEA, and other polices, prepare for the new joiner’s work station and equipment, update orientation package as required, and assist in the NSSF and medical insurance coverage.
• Performance management: support in the collection of performance appraisals, and support in the yearly training to line managers.
• Learning & Development: Support in the preparation, implementation, and tracking of the annual Learning & Development plan.
• Separation: Prepare for employees’ separation, ensure that exit interviews/debriefs are prepared at the end of service, timely payment, and help with the preparation of clearance forms.  
• Support expats with personal administrative management, in coordination with logistics department, facilitate maintenance and utilities set-up for expats in a timely manner
• Perform clerical functions of scanning of all HR documents with due diligence. This includes employment agreements, vetting, NSSF registration, and similar
• Assist the Admin Manager in auditing the HR files
• Assist in producing and maintaining HR checklists and trackers
• Collect and review timesheets and ensure timely submission of national and expats
• Timely submission of monthly reports for local and expats, PAR, time sheets, leave tracker, recruitment tracker, and similar
• Update contact list

Responsibility #2 Admin function:

• Monitor office maintenance and replenishment of office supplies and stationary
• Ensure a proper archiving of records for administration documents 
• Coordinate with logistics and security to ensure office premises and expats accommodation are managed, maintained, and meet assessed required security standards.
• Maintain timely travel arrangements and accommodation of staff
• Support the administrative function of visitors; booking travel and accommodation. Ensure international travel is in compliance with donor requirements
• Review mobile phone invoices and issue payment requests
• Assist in the review of financial auditor, lawyer, medical insurance, accommodation, and travel invoices and prepare relevant reports
• Support in the review and issuance of expats payments such as school allowance, travel claims, and similar
• Assist with translation of documents from Arabic to English and vice versa
• Perform other duties as assigned by the Admin and HR Officer