HR and Administration Manager

BACKGROUND  

Legal Action  

Legal Action (LA) is a Lebanese non-profit organisation comprised of human rights lawyers focused on identifying creative avenues for accessing justice for those who are experiencing protracted violations of their human rights. LA is funded by Legal Action Worldwide (LAW), an independent and unique non-profit network and think tank of lawyers who provide creative legal assistance in fragile and conflict-affected areas.  

EU MADAD Programme  

In 2018, a consortium led by Euromed Feminist Initiative will implement a multi-county project “Strengthening access to protection, participation and services for women refugees, IDPs and host communities”, funded by the EU Regional Trust Fund in Response to the Syrian Crisis – MADAD. The overall objective is to improve the livelihood, agency and legal and social protection for Syrian women refugees, IDPs and host communities in the region, with focus on Lebanon, Iraq (Kurdistan Region) and Jordan.  

In Lebanon, the project is implemented by a consortium composed of Euromed Feminist Initiative, Care International in Lebanon, Lebanese Democratic Women Gathering and Legal Action. The objectives are to enhance in Lebanon security and resilience for Syrian women refugees and women from host communities through supporting and coordinating comprehensive and structured services and referral mechanisms, as well as to support national institutions in their work towards more gender sensitive policy frameworks and legislation. LA’s focus will be on the provision of legal aid, advice, information and representation for survivors of sexual and gender-based violence. Legal aid services will be provided by lawyers and Legal Information Officers (LIOs) operating out of 12 Social Development Centres (SDCs) across Lebanon.  

LA is now looking for a Human Resources (HR) and Administration Manager to work in its Beirut office. In addition to managing the HR portfolio, the HR Manager will oversee administration and logistics, including security information management. The position will be for one year with the possibility of extension, including a three-month probation period. The position is Beirut-based, with travel throughout Lebanon. The person will report directly to LA’s Executive Director.  

DESCRIPTION OF POSITION 

Reports to  

Executive Director 

Duties  

HR Management 

Prepare and maintain records of all contracts personnel files, leave records etc to ensure they are complete and up to date for audit purposes; 

Prepare and issue contracts, both internal (staff, consultants) and external (service providers/ suppliers, other vendors), and maintain a proper follow up system that tracks contract expiry, dates of renewal and changes in contracts are adequately documented; 

Calculation of all taxes, including income tax and National Social Security Fund (NSSF) contributions;   

Manage the recruitment and selection process including: 

Shortlisting candidates;  

Ensuring all recruitment logistics such as scheduling interviews, preparation of appropriate interview documents and liaising with candidates is done;  

Participating on interview panels when required;  

Informing job applicants on status of their application and maintaining a tracking system and full documentation of recruitment processes. 

Assist in orientation and on-boarding of new staff by preparing an orientation schedule, and a welcome package, scheduling meetings and ensuring the staff have appropriate work space.  

Be the focal point for questions and complaints from staff related to HR  

Logistics and procurement  

Supervise drivers/purchasers; 

Draft and maintain files of LA contracts with suppliers; 

Regularly review and refresh the supplier/service provider database to ensure organization is getting value for money and meeting internal and external policies and laws; 

Oversees procurement and maintains inventory of project equipment and supplies, including liaising with vendors and maintenance firms; 

Arrange for the purchase of office furniture, equipment and supplies, including IT equipment and internet infrastructure. 

Ensure that procurement policies and procedures are in place and adhered to at all times. 

Safety & Security 

Ensure that security policies and procedures are in place and adhered to at all times; 

To be the first point of call for LA staff if they are in a crisis situation and to organise for the staff to be moved to safety; 

To escalate matters to the LAW Executive Director in cases of crisis or emergency; 

Maintaining a good understanding of the threat environment in Lebanon and all risks relevant to LA business operations; 

Conducting security planning support for LA trips; 

Liaison with all relevant security agencies to ensure situational awareness of the security situation.  These will include Lebanese government sources, diplomatic missions and informal security networks; 

The handling of incidents and emergency response to ensure that staff are kept safe during times of crisis; 

Any other task not here listed and necessary to the projects and activities. 

Travel and event management and organization 

Facilitate organizing events such as conferences, workshops, seminars and meetings; 

Assist in obtaining security clearance and organizing missions within and outside of Lebanon; 

Maintain oversight of efficient and cost-effective management of all external workshops, meetings and events; 

Supports staff travel including work permits, visas, advances, transport, accommodations need, booking flights, and writing itineraries.  

Required Skills and Experience 

University degree in Human Resources, Business Administration, Logistics or similar; 

At least 5 years’ work experience in Human Resources; 

At least 3 years’ experience working in a management role;  

Experience with office management software like MS Office (MS Excel and MS Word, specifically); 

Strong organization skills with a problem-solving attitude; 

Excellent written and verbal communication skills; 

Attention to detail; 

Basic accounting knowledge; 

Excellent organizational and time-management skills; 

Good communication skills. 

Language requirements 

Fluency in writing, speaking and listening in English and Arabic. 

APPLICATION AND RECRUITMENT   

Deadline for applications:  31 August 2019 

Start date: September 2019 

How to Apply:  

Please email a CV and statement of interest in English to: legalactionjobs@gmail.com.  

The subject of the application should read ‘LA HR and Admin Manager’. 

Only shortlisted candidates will be contacted for interviews. 

LAW is an equal opportunity employer. Women are particularly encouraged to apply.