Admin & HR Clerk

INTERSOS is a non-profit humanitarian aid organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).

INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Job Title        : Admin & HR Clerk

Reports to        : Admin & Finance Officer and Human Resources Assistant

Duty Station    : Tyre

Position Type  : Full Time

Job Purpose:

The Admin and HR Clerk works under the supervision of the Admin & Finance Officer for Admin duties and the HR Assistant for HR duties and is responsible for supporting INTERSOS activities and staff with HR & Admin/Finance tasks on a daily basis to achieve accuracy, completeness, and conformance to reporting and procedural standards.

Generic Duties:

1. Provide administrative support in order to ensure effective and efficient office operations:

• Maintain a tight and clear archiving system for all financial and administrative documents
• Follow up on all files if its set as per the financial system
• Ensure the confidentiality and security of all financial and employee files
• Follow up on filing and signatures with the Project Manager and Logistics if needed.
• Follow up with the suppliers on cheque payment/transfer etc.
• Support in Preparation of documentation for all financial reports sent to donor, and organize the files per each report
• Support the Admin & Finance team with other tasks such as: follow up with the suppliers, contracts signatures, filling, sending emails, etc.

2. Perform day to day financial transactions to ensure an up-to-date, accurate and documented finances: (in case of replacement of the admin-fin officer)

• Archive all purchase requests, invoices and payment requests for office and project purchases on our internal system
• Check compliance with internal and donor procedures
• Encoding/registration of payments for data entry in INTERSOS accountancy system
• Receiving and checking courier, liaising with sending files to all bases.

3. Support in the HR Administrative related duties:

• Assist in the recruitment process; download and shortlist CVs, conduct pre-screening, contact candidates for interviews and assessments, administer tests, send regret emails, etc..
• Support in planning and conducting the HR induction for national staff, in consultation and collaboration with the HR Assistant and Line Managers.
• Follow up with the new joiners on list of documents & set up employee files.
• Assist in the filing system for HR files such as employee files, recruitment documents, performance appraisals, pay slips etc.
• Support in preparing employees’ work certificates upon request.
• Follow up on administrative procedures for staff NSSF documents in close coordination with HR team.
• Ensure a proper recording of HR data and personnel info on automated systems.
• Support in the exit administrative procedures, such as documents to be signed and HR belongings to be handed.
• Support in the attendance of the staff through collecting the attendance sheets and updating the leave balance.
• Support in preparing the ID badges for the staff.
• Update the contact list.

Other Specific Duties:

(Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hire).

Education:

• Bachelor degree in Finance, Accounting, Business Management, Human Resources, or relevant field.

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• Minimum 1 year of relevant work experience in related field
• MS proficiency (Word, Advanced Excel – proficient in formulas and charting, outlook).
• Reporting skills.

Behavioural competencies:

• Teamwork
• Communication Skills
• Planning and Organizing
• Flexibility and adaptability
• Initiative
• Analytical thinking
• Attention to details
• Humanitarian motivation and commitment to INTERSOS values
• Respect of INTERSOS policies and procedures

Languages:

• Fluency in Arabic and English