HR, Security and Logistics Manager

BACKGROUND

Legal Action

Legal Action (LA) is a Lebanese non-profit organization 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 thinks 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.

DESCRIPTION OF POSITION

Reports to

Program Manager

Duties

Management

• Supervise drivers/purchasers;
• Set up annual performance targets for drivers/purchasers and ensure that the targets are reviewed on a periodic basis. 

Administration

• Draft and maintain files of LA contracts with suppliers;
• Regularly review and refresh the supplier/service provider database to ensure the organization is getting value for money and meeting internal and external policies and laws;
• Oversee payments of suppliers to the office, including maintaining lists of when they should be paid, collecting invoices and ensuring payments are made in a timely fashion;
• Manage the schedule of LA vehicles, planning the maintenance and monitor fuel consumption;
• Maintain oversight of efficient and cost-effective local travel and transport related activities (taxis, fleet, and rental vehicles) for the staff locally and visitors from abroad;
• Arrange for the purchase of office furniture, equipment, and supplies, including IT equipment and internet infrastructure;
• Maintain up-to-date and accurate administrative records and reports including an organized filing system.

 Procurement

• Oversees procurement and maintains an inventory of project equipment and supplies, including liaising with vendors and maintenance firms;
• Ensure that the LA office is fully operational in term of utilities, stationery, furniture, etc;
• Ensure that procurement policies and procedures are in place and adhered to at all times.

Safety & Security

• Ensure that transport 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 organize 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.

Human Resource Management

• Manage the recruitment and selection process via the HR SOP including:
  1. Assisting in the shortlisting process as requested;
  2. Ensuring all recruitment logistics such as scheduling interviews, preparation of appropriate interview documents and liaising with candidates is done;
  3. Participating in interview panels when required;
  4. Informing job applicants on the status of their application and maintaining a tracking system and full documentation of recruitment processes.
• Assist in orientation and onboarding of new staff by preparing an orientation schedule, and a welcome package, scheduling meetings and ensuring the staff has an appropriate workspace.
• Administer HR policies and maintain HR documents, including maintenance of personnel files, leave records e.t.c to ensure they are complete and up to date for audit purposes.
• Assist in preparation of 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.

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;
• Provide travel arrangements for national partners and project staff within and outside 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

• Proven work experience as an Administrative Officer, Administrator or similar 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
• Any fluency in French will be considered an asset.

APPLICATION AND RECRUITMENT  

Deadline for applications:  26 May 2019

Start date: June 2019

How to Apply:

Please email a CV and statement of interest in English and/or Arabic on or before 26 ay 2019 to legalactionjobs@gmail.com.

The subject of the application should read ‘HR, Security and Logistics Manager’.

• Only shortlisted candidates will be contacted for interviews.
• LAW is an equal opportunity employer. Women are particularly encouraged to apply.