HR and Admin Coordinator

The HR and Admin Coordinator will ensure effective HR and administrative support in line with MAG policies, values, and Lebanese labor laws. Key responsibilities include maintaining accurate personnel records, handling payroll and statutory compliance, particularly NSSF and tax obligations efficiently, handling employee requests, and assisting the Senior HR & Admin Manager in departmental coordination and process improvements. The coordinator will also act in the capacity of the Manager when required.

Principal Responsibilities

HR Operations and Staff Support

1. Maintain and update employee data base efficiently and in a timely manner.
2. Support the Senior HR and Admin Manager in the recruitment process by assisting with the downloading of all applications, drafting advertisements, ensuring timely correspondence with all candidates, and coordinating timely and accurate correspondence with successful candidates.
3. Ensure that pre-employment checks are completed and newly hired employees have provided all the necessary personal information and documents for the HR database and employee file.
4. Organize induction for all new staff in line with MAG policy in coordination with the Senior HR and Admin Manager.
5. Prepare employees contracts, amendments and notices as advised by Manager using MAG approved templates.
6. Follow up on probation and contract renewal timelines, coordinating with managers and ensuring timely processing.
7. Handle all aspects of employees' admissions and departures in accordance with MAG policies and LLL requirements.
8. Ensure comprehensive organization and meticulous upkeep of employees' files and archives in accordance with MAG standards and LLL requirements.
9. Ensure that MAG’s policies are effectively communicated and consistently adhered to by all employees across the organization.
10. Ensure efficient collection of records and follow-up on family allowance, end-of-service benefits, school allowance, and necessary documents from employees for NSSF and MOF.
11. Prepare warning letters as per MAG’s disciplinary procedure and translate it to Arabic clearly.
12. Participate in delivering induction and trainings for employees on code of conduct, whistle blowing and other HR policies and keep records.
13. Support the coordination of staff training sessions, including logistical arrangements, training Management plan, attendance tracking, and reporting.
14. Assist during employee performance appraisal process, collect objectives and update tracker.
15. Ensure clear positive communication with all MAG employees and HR team according to MAG values and PPC and act as a role model for staff.
16. Regularly coordinate and communicate with the direct line manager to provide updates on completed tasks, ongoing activities, and emerging challenges.
17. Ensure proactive and timely information sharing to support effective planning, decision-making, and overall workflow coordination.

Payroll & Statutory Compliance

1. Prepare and organize monthly payroll inputs, ensuring accurate reflection of attendance, leave balances, overtime, salary changes, and deductions.
2. Submit payroll data to the Senior HR and Admin Manager for review and final validation before processing with the Finance Department.
3. Coordinate closely with the Manager on all payroll-related matters to ensure alignment with organizational policies and deadlines.
4. Ensure accurate calculation and timely submission of NSSF contributions and income tax declarations in accordance with Lebanese labor laws.
5. Complete and follow up on NSSF documentation including registration, cancellation, maternity leave, family allowance, and unpaid leaves.
6. Ensure all practices comply with Lebanese labor law and internal regulations.
7. Support in the preparation of annual income tax reports and NSSF annual report.
8. Respond to employee inquiries regarding payroll, taxes, NSSF, and payslips, and escalate complex cases to the HR and Admin Manager as needed.
9. Coordinate with the Manager in processing end-of-service calculations and ensure compliance with legal entitlements.
10. Liaise directly with relevant governmental entities (e.g., NSSF offices and Tax Department) in coordination with the HR and Admin Manager to follow up on submissions, collect documents, resolve discrepancies, and ensure timely processing of staff files and declarations.
11. Prepare staff Perdiem and casual workers payments in a timely effective manner.
12. Collaborates closely with the Finance team to ensure smooth preparation and submission of HR-related documentation and support materials for internal and external audits.

Administration Responsibilities

1. Maintain a safe and secure work environment and ensure that all offices and guesthouses are kept clean. Promptly report damages to Logistics team for repair or replacement.
2. Ensure regular and efficient inspection of the work environment, offices and guesthouses and share promptly identified issues with HRAM and liaise with logistics team for repair.
3. Ensure the upkeep and maintenance of office and guesthouse furniture, including desks, chairs, cabinets, beds, wardrobes, and other furnishings.
4. Provide administrative support to conferences, workshops.
5. Coordinate domestic and international travel arrangements for staff and visitors, process travel claims, and arrange tickets, visas, hotels, and revisions as required.
6. Assist with renewing residencies for international staff.
7. Supervise duty drivers, assign tasks, ensure adherence to schedules and fleet policies, and manage admin vehicles maintenance and care as required.
8. Regularly update internal administrative documents (telephone directory of staff, service providers, etc.) independently or upon the request of the HRAM.
9. Review monthly SIM invoices on the website, data distribution according to MAG phone policy, mobile devices distribution, maintenance and stock.

Safeguarding and Wellbeing

1. Act as safeguarding focal point (check TOR). Answer employees’ inquiries and report to SG Lead accordingly.
2. Provide and assist with delivering SG trainings to new staff and refreshers on yearly basis.
3. Assist during investigations by note taking and obtaining NDA’s.
4. Act as role model by consistently demonstrating appropriate behavior and conduct.
5. Assist in organizing wellness activities, supporting work-life balance policies, and facilitating access to mental health resources and employee assistance programs.
6. Assist during staff assemblies by translating for non-English-speaking employees and help with translating associated documents and meeting minutes.

Essential Requirements:

1. Bachelor’s degree or equivalent in human resource management, business administration or social studies degree or equivalent years of experience.
2. At least five years’ experience in the HR field and preferable with INGO’s.
3. Accountable for ensuring the accuracy and timely submission of NSSF and tax reports, in coordination with relevant authorities and internal departments.
4. Hands-on experience in payroll processing.
5. Effective interpersonal skills with good verbal and written communication, good presentation abilities, assertiveness, and keen attention to details.
6. Good organizational and time management skills; ability to thrive in fast-paced environments and manage tight deadlines.
7. Ability to represent MAG in a professional manner and serve as a positive example to colleagues through conduct and attitude.
8. Capable of adjusting to changing circumstances and adapting to new situations effectively.
9. Demonstrates a high level of integrity and discretion in handling sensitive and confidential information.
10. Strong problem-solving and conflict resolution skills,
11. People-oriented with good active listening skills.
12. Fluent in English and Arabic Languages (both spoken and written)
13. Excellent IT skills including use of MS Office, ability to use the Arabic keyboard efficiently with familiarity with HR and payroll systems.
14. Must hold a valid driving license and able to drive manual transmission vehicle.

Preferable Requirements:

1. Up-to-date knowledge of Lebanese labor law, NSSF regulations, and income tax requirements, including recent legal amendments and reporting procedures.
2. Demonstrated ability to interpret and apply evolving NSSF and tax legislation in day-to-day HR operations.
3. Participation in recent trainings or workshops related to NSSF, payroll, or tax compliance is considered an asset.

GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team.
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.