HR & Administration Coordinator

This is a support function in terms of providing a service to the programme and operations teams.  The post-holder will facilitate human resources and administrative support which could encompass a range of tasks that will require skills in prioritising and managing competing demands from a variety of clients.  A client centred approach is essential to being able to perform this role.  The HR coordinator will operate in line with all Concern operational and security policies and procedures.

1. Human Resources
2. Manage the HR department based on a thorough understanding of globally accepted good HR principles and practices. Ensure the implementation of the Concern Lebanon HR manual by training, coaching and mentoring HR staff and line managers in Lebanon.
3. Line manage the HR assistant and HR officer.
4. Promote and ensure compliance with the requirements of Concern’s safeguarding policies including the COC and its associated policies.
5. Review Concern’s HR policies and procedures for Lebanon to ensure compliance with Labour Law and competitive terms and conditions for employees.
6. Review Concern’s salary scale, remuneration and benefits package for local staff in comparisons with other agencies and provide informed recommendations for the senior management.
7. Establish and maintain a comprehensive confidential electronic and paper filing system for all employees.
8. Support all programs in identifying their staffing needs.
9. Oversee recruitment of local staff posts to ensure all vacancies are filled with the right people in a timely manner.  This includes job identification, assisting job description preparation or review, staff vacancy request, vacancy announcement, shortlisting, setting up interviews, reference checks, employee contracts, and induction.
10. Organize induction plans for new comers in collaboration with line managers.
11. Provide informed and confidential advice for any staff about to assist them to understand entitlements etc.
12. Establish confidential grievance and complaint procedures that staff can rely upon. Manage collective and individual staff grievances, seeking advice from senior management as required and in accordance with grievance policies.
13. Provide support to managers in preparation of job descriptions, in job analysis and staffing plans.
14. Manage the payroll of national staff in liaison with Finance team to ensure all local staff receive the correct monthly payments on time.
15. Manage the declaration process for the NSSF and the ministry of Finance in liaison with the finance team to ensure all the declarations are done properly and on time.

• Maintain accurate records of staff leave etc and ensure all staff are aware of entitlements and procedures for applying for leave etc….

16. Monitor the implementation of Performance Development Review and probation system, ensuring that it operates equitably and consistently across the organization…
17. Establish a learning and development system, Assess the individuals training needs in collaboration with line managers and in alignment with Concern’s policies.
18. Follow up on staff trainings, keep an updated record for all training participations and training budget.
19. Ensure exit interviews are carried out with all staff leaving Concern and undertake analysis of these.
20. Maintain an updated organogram of the organization, and the different programs.
21. Centralize all employee data, create HR dashboards, analyse the findings and propose improvement plans to the Country Director.
22. Design and create a positive employee experience during his journey with Concern.
23. Update Head Office as required in regards to movements, leave and other relevant HR matters in regards to international staff.
24. Administration
25. Customs Clearance
26. Provide relevant documentation for custom  clearance
27. Leases on Offices and Apartments
28. Responsible for Management and Maintenance of all Concern leases Contracts and ensure all leases are paid on time
29. Regular communication with landlords on any maintenance issues etc.
30. Ensure all premises are maintained and conducive to a good working/living environment.
31. Ensure all purchases (stationary, office supplies etc.) for office and apartment s are timely.
32. Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses.
33. Visas

Responsible for timely renewal of visas for international staff and permission requests for travel to restricted areas

1. Develop a cordial relationship with central government officials by regularly meeting them specially Ministry of Labour and other relevant government ministries for visas and government reports with support of manager
2. Process all visas and ensure that visas are renewed before the expiry
3. Process travel permissions as required

4. Staff Management

1. Manage Administration staff and ensure roles and responsibilities are clear
2. Conduct performance reviews at least once a year with team

5. Contracts’ Management:
6. Establish and maintain a comprehensive confidential electronic and paper filing system for all Concern’s Contract and documents.

6. Undertake other appropriate tasks that support the work of Concern in Lebanon as requested

Skills, Qualifications, Experience and Attitude Required

1. BA /Master’s Degree in Human resources management, administration or related discipline.
2. At least ten years’ experience in HR & Administration field
3. Experience translating documents and providing oral translation services between English and Arabic
4. Previous experience working with humanitarian organisations is desirable
5. Strong organisation and problem solving skills
6. Excellent computer skills in a MS Office and good command of email
7. Ability to work calmly and efficiently under pressure to meet tight deadlines
8. Excellent oral and written communication skills in Arabic and English.
9. Employee centred approach to work
10. Demonstrated ability to interact with other people effectively and diplomatically
11. Commitment to maintaining confidentiality
12. Ability to work within deadlines, prioritizing competing demands and under pressure
13. Ability to negotiate and assist in the resolution of disputes/conflict
14. Attention to detail
15. Willing to work in the field as per need of the project activities including occasional overnight stays away from home base
16. Non-judgmental attitude and respect for Concern’s beneficiaries, other staff and people that Concern deals with
17. Commitment to humanitarian principles and values
18. Commitment to Concern equal opportunity and gender practices