HR & Administration Manager

Job Summary                     

This is a support function 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 post-holder will be privy to private and sensitive information and will need to be able to maintain confidentiality. 

Duties and Responsibilities

Human Resources

• Oversee effective human resource management systems for Concern Lebanon.

• To support and promote the standards outlined in the Concern Code of Conduct and its associated policies to the team, partner organisations and beneficiaries, and be committed to providing a safe working environment.

• Review Concern’s HR Manual, Policies and Procedures for Lebanon to ensure that they are in compliance with the Labour Law.

• Review Concern’s remuneration and benefits package for local staff in comparisons with other agencies and provide informed recommendations to the Country Management Team. Share Concern benefits package details with survey organisations.  

• Maintain a comprehensive confidential electronic and paper filing system for all employees.

• Recruitment of local staff and to ensure all vacancies are filled with the right people in a timely manner. This includes job identification, assisting in preparation of job descriptions or review, staff vacancy request, vacancy announcement, shortlisting, setting up interviews, reference checks, issuance of employee contracts, and inductions.

• Provide informed and confidential advice to staff and to assist them in understanding entitlements etc.

• Be part of confidential grievance and complaint response mechanisms/procedures and be part of the complaint response committee and investigation committees.

• Manage the payroll of national staff in liaison with Finance team to ensure all local staff receive the correct monthly payments on time.

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

• Monitor the implementation of Performance Development Review and probation system, ensuring that it operates equitably and consistently across the organization.

• Ensure exit interviews are carried out with all staff leaving Concern and undertake analysis of the same.

• Maintain an updated staff organogram of the organization.

• Update Head Office as required in regards to movements, leave and other relevant HR matters in regards to international staff.

• Work on preparing, review and update the staff training and development plan.

• Dealing with NSSF including but not limited to de/registration of staff, calculation and payments of the same.

• Dealing with hiring of consultants including advertisement, shortlisting, selection, contract issuance and payment of the same.

• Dealing with staff insurance issues including but not limited to selection of the insurance company, payments, claims and coordination.
• Work Permits & Visa’s

• Responsible for coordinating and issuance/renewal of the work permits for International Staff.

• Responsible for coordinating and issuance/renewal of the Visit /Work Visa’s/Residency Permits of International Staff.

• Obtaining permissions from security agencies for staff to travel to restricted areas.

• Develop a cordial relationship with government officials by regularly meeting them specially Ministry of Labour, General Security and other relevant government ministries.

Administration

• Dealing with the landlords of the Beirut/ Halba Offices and International Staff Apartments. This includes but is not limited to negotiating terms, conditions, payments, preparing / amending contracts etc.
• Dealing with the repair and maintenance issues of the Beirut/ Halba Offices and International Staff Apartments.
• Dealing with the utility payments such as phone, water, electricity bills.

 Others

• Dealing with the NSSF Agent, Legal Advisors, Visa & Work Permit Agent. This will include but not limited to obtaining legal advice, providing the agents/ advisors with the paper work for work permits/visas/residency etc. This will also include dealing and coordination with the NSSF.
• Dealing with General Security for obtaining visitors/ work visa’s.    

 Skills, Qualifications, Experience and Attitude Required

1. At minimum a Bachelor’s degree (preferably Master’s degree) in HR, Administration or Related discipline.
2. At least five year experience in HR & Administration field of which 2 years at a Manager level will be preferred.
3. Previous experience working with an INGO/ humanitarian organisation is highly desirable.
4. Previous experience and knowledge of dealing with NSSF, General Security & M/o Labour is desirable. 
5. Strong organisation and problem solving skills.
6. Ability to deal with difficult people and situations.
7. Excellent computer skills in a MS Office and good command of email
8. Ability to work calmly and efficiently under pressure to meet tight deadlines
9. Excellent oral and written communication skills in Arabic and English.
10. Client centred approach to work
11. Demonstrated ability to interact with other people effectively and diplomatically
12. Commitment to maintaining confidentiality
13. Ability to work within deadlines, prioritizing competing demands and under pressure
14. Ability to negotiate and assist in the resolution of disputes/conflict
15. Attention to detail
16. Willing to work in the field as per need of the project activities including occasional overnight stays away from home base
17. Non-judgmental attitude and respect for Concern’s beneficiaries, other staff and people that Concern deals with
18. Commitment to humanitarian principles and values

Commitment to Concern equal opportunity and gender practices