Administration Officer

Responsibilities: Responsibility #1 under HR function: •             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 •             Vet all staff and independent consultants, maintain soft and hard copies •             Assist in compiling, completing, and filing of HR files •             Assist in producing and maintaining HR checklists and trackers •             Review mobile phone invoices and prepare reports •             Follow up with staff for timely submission of PAR and time sheets •             Support the hiring process by scheduling meeting and following up with possible candidates under the supervision of Admin Manager •             Check, monitor sick leaves, holidays and report it to the supervisor and/or the Deputy Country Director and the Admin Manager of the Country Office •             Assess training and development needs for the staff and provide appropriate induction and orientation, training, supervision and support as required. •             Ensure all staff, international and national, always have adequate access to HR/Administrative policies and procedures. •             Ensure that exit interviews/debriefs are prepared at the end of service. •             Keep safe and confidential all the base HR related official documents •             Prepare regular recruitment tracking reports •             Ensure pertinent organigrams, contact lists, and information flow lines are constantly updated and widely shared. •             Prepare the country monthly payroll reports and supportive documents. •             Prepare HR-monthly reports & attendance reports. •             Follow up on staff NSSF records and payments, when applicable. •             Prepare and assist with audits or possible inspections •             Collect and review timesheets and ensure timely submission. •             Assist in developing job descriptions and selecting suitable applicants, when needed •             Liaise with Finance department for new staff NSSF registration •             Ensure all staff are covered by medical health insurance, main focal point with the service provider, and process staff claims     Responsibility #2 under Admin and Logistics function: •             Data entry of vehicle log sheets, prepare fuel and car rental summary reports •             Assist the Admin manager and the logistics department with inventory audit •             Assist in producing and maintaining logistics checklists and trackers •             Support office maintenance and replenishment of office supplies •             Ensure a proper archiving of records for administration documents  •             Assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc.). •             Ensure office supplies are always renewed when necessary and initiate the procurement of supplies •             Ensure office premises, accommodation are managed, maintained and meet assessed required security standards. •             Maintain timely travel arrangements and accommodation of staff •             Assist with translation of documents from Arabic to English and vice versa •             Manage Beirut assets and support with periodic inventory Support the Administration manager with staff Performance Management Tools and record keeping •                 Responsibility #3 under Procurement function: •             Scan, verify and upload of procurement documents into databases. The scanned copies of the documents need to be legible; the scanning clerk manning the scanner needs to make any adjustments necessary for clean scans. Will be responsible for organizing scanned documents on various local, network and cloud storage devices. •             Assist the Admin Manager during site visits to partners and audit checks •             Work closely with external auditors •             Issue RFQ and obtain quotes •             Review purchase order requests for allow ability and reasonableness •             Assist in obtaining and reviewing vendor quotes and preparing summary bid analysis sheets •             Assist in producing and maintaining procurement and payments checklists and trackers •             Schedule meetings with suppliers   •             Perform other duties as assigned by the Admin Manager   CARE encourages all qualified candidates regardless of sex, nationality, ethnicity, disability or religious believes to apply for the position