Administration Manager

The Administration Manager will oversee and coordinate all Country Office administration functions activities of CARE International in Lebanon to ensure effective support for smooth functioning of program activities at the bases and at Beirut office. The Administration Manager will also coordinate with the government and other agencies. The administrative functions will include Human Resources, Procurement, Logistics and administrative aspects (Office, vehicles & Inventory and all Leasing). The incumbent of this position will ensure the required system, infrastructure and staff capacity are in place and being developed to support these functions up to CARE standards, and control mechanisms are functioning and being complied with maximum accountability. Lead with capacity support to partner in the area of Procurement, Logistics, HR and Administration Competencies: ·       Ability to work independently and with a strong leadership ·       High level of all aspects of managerial experience ·       Sense of diplomacy and negotiation ·       Ability to operate effectively in a stressful environment ·       Ability to organize and prioritize tasks   Flexible and adaptable Traits/Interpersonal Skills Needed: Ability to work in teams. Ability to work with minimum supervision. Good Time management. Good computer skills. Good Organizational & administrative skills.    Detailed Responsibilities & Tasks: Responsibility #1: Human Resources Management & Recruitment and staffing. Ensure human resources and administrative policies and procedures are update and in compliance with donor regulations, Care International Code and the Lebanese Law including recruitment and management of national staff. Ensure effective and timely staff orientations are provided to all CARE Staff. Assess staffing needs as required. Identify and recruit new and replacement staff including scheduling of contract extensions, new contracts, and necessary terminations. Play active role with recruitment process in coordination with line managers and circulate periodic recruitments tracking sheet. Ensure that all job descriptions are completed, up to date and signed by employee and supervisor in coordination with Line Managers/Supervisors and Ensure Human Resources Management (HRM) files are up to date Ensure timely and accurate payment of advances, medical expenses, overtime, payroll the calculation of taxes, duties and social security contributions Responsibility #2: Staff development, well-being, etc. Ensure effective procedures to assess, evaluate and monitor training development activities. Assess training and development needs of staff and provide appropriate induction and orientation, training, supervision and support as required. Ensure effective performance management is in place and regular appraisal processes are in place Monitor and uphold staff conduct and discipline and organize regular performance evaluations of all staff. Ensure that exit interviews/debriefs are prepared at the end of service. Develop and manage an inventory of available external and internal training resources and staff skills data basis and workshops/training attended. Ensure training plan is in place, identify trainees, explore funds for training, coordination of workshops and training courses, and maintain and update training records. Arrange training and orientation for all national staff for strengthening and capacity building on their job for implementing the policy issues and system are in place. Responsibility #3: Administration Ensure receipt and tracking of all incoming/ outgoing communications and establish personal mail system for international pouch. Ensure effective standardized filing system that can provide easy access to information and proper documentation of all mission correspondence. With coordination with security Manager, ensure CARE premises are secured in Beirut and Bases.  Ensure Travel related issues are attended to such travel permit, booking. Ensure CARE premises renting agreement are done according to CO policy and are well managed and the maintenance are done properly as and when required and ensure timely payments of utilities bills and other related payment. Ensure approval from the concern authority as per the country agreement.       Ensure suitable offices are found, contracted, etc. to support operations in concert with the Logistics Officer Assist with translation of documents from Arabic to English and vice versa. Responsibility #4:  Logistics Management Ensure the respect of CIL and donors’ logistics guidelines & procedures on CIL mission Coordinate the logistics activities all over the mission by being in support and in close collaboration with the project staff and the support staff Supervise and provide a logistical support to the different bases and projects Provide training to the logistics staff to ensure CIL guidelines are well implemented Directly manage logistics staff Compile logistics information for donors to ensure timely and correct submission of required documentation Ensure that the local legislation is respected and that a legal framework is established Maintain and develop the logistics organization and operating framework Validation of other provision contracts (rental, service, etc.) at the administration level Make proposals to the DCD-PS for the implementation and the improvement of logistics procedures of the CIL mission Responsibility #5: Procurement Management Identify and plan the mission’s purchase beforehand (by project) in collaboration with all relevant staff (DCD-PS, Program Managers, etc.) Ensure the quality of  the supply chain process Ensure smooth transportation, delivery and reception of goods including proper required documentation Follow-up the order/purchases until delivery Control the quantities ordered and received Ensure regular procurement follow-up for down payments and monthly budget follow-up    Responsibility #6: Vehicle Management and Maintenance Make sure CIL (and donors’ if required) vehicle management procedures are implemented and respected Defines transport means adapted to the needs of projects associated with the mission and makes sure the funding of this transport is possible Supervise the general follow-up of the CIL mission vehicles (working properly, consumption checks, movement planning, etc.) Ensure a regular maintenance on the different vehicles of the  mission, set-up appropriate maintenance contract with suppliers or ensure an appropriate repair process with local technicians Plays particular attention to issues relating to the safe use of vehicles (authorized persons, security equipment, etc.) Handle transport contracts negotiation with suppliers and follow-up  Responsibility #7: Assets & Stock Management Ensure the security and the follow-up of the equipment used on the CIL mission (identification, inventory, affectation) Ensure the security and the follow-up of the communication and IT  equipment (and supplies) on the CIL mission Defines the mission’s technical needs on each base and makes sure funding is possible, especially when new projects are being planned Ensure anti-virus software is installed on all PCs and updated (at least monthly) and that all finance and programs data is systematically backed up Supervises the installation of equipment and ensures they run smoothly and are maintained and ensures any necessary repairs are duly carried out. Make sure CIL (and donors’ if required) stock management procedures are implemented and respected Provide regular inventory (bi-monthly, monthly quarterly, yearly, etc.) for the different items stored within the CIL mission Ensure proper warehousing, stock management, and control systems, including documentation and reporting  Responsibility #8: Staff Management Manage the performance of Procurement & Logistics Officer, Senior Procurement and Logistics Assistant, HR/Admin Assistant Provide supervision, guidance and coaching, disciplinary actions including performance improvement plans etc. Complete the performance management activities such as performance planning, monitoring, 90 day, six month and annual performance appraisals.  Define, with each member of your staff, his action plan and delay for reaching defined goals Ensure a good communication – coordination – information level of each member of your team through regular coordination meetings Responsibility #9: Staff Management: Perform other duties as assigned Competencies ·       Ability to work independently and with a strong leadership ·       High level of all aspects of managerial experience ·       Sense of diplomacy and negotiation ·       Ability to operate effectively in a stressful environment ·       Ability to organize and prioritize tasks ·       Flexible and adaptable ·       Traits/Interpersonal Skills Needed: Ability to work in teams. Ability to work with minimum supervision. Good Time management. Good computer skills. Good Organizational & administrative skills.