Senior HR and Admin Manager and Safeguarding Lead

Job Purpose

The Senior Human Resources and Administration Manager is responsible for leading and managing the HR function to ensure alignment with MAG global standards and local country legislations and support program/ project implementation under direct line management of Head of Support Services(HoSS).This pivotal role involves providing HR management support to the country Senior Management Team (SMT), fostering best management practices, and ensuring comprehensive oversight of Human Resources throughout the entire country program.

As a key advisor, this role enhances staffing resources and performance, cultivates a positive organizational culture, mitigates risks, and ensures the efficiency of HR processes and procedures. The position ensures compliance with MAG procedures and guidelines, contributing to the formulation of country strategies translated into actionable plans and daily operations.

Principal Responsibilities

         Recruitment

1. Coordinate the recruitment and selection process ensuring compliance to hiring procedures according to MAG HR manual.
2. Ensure that Recruitment process and tools are implemented and understood by hiring managers in the Country Operation
3. Support recruitments by doing compliance checks on Job descriptions, advertising positions, longlisting, coordinate written tests when relevant, conducting interviews, doing reference checks and maintaining recruitment records.
4. Maintain updated job description database.
5. Liaise with HR Service provider and LMAC to ensure that administration for new starters is completed efficiently.
6. Manage and develop MAG’s “active list” of qualified staff to increase the efficiency of recruitment processes.
7. Lead the induction process of new recruits, by ensuring the quality and content of the process adheres to MAG standards and ensures that staff are fully briefed and supported.
8. Continue to monitor and develop recruitment, selection and induction process to ensure that they are as effective and efficient for the program.

Management and Coordination

1. Work as part of Senior Management on strategic cross-departmental issues.
2. Provide advice and guidance on the programme SMT on a range of operational and strategic HR issues.
3. Lead and manage the Human Resources and Admin team (including people planning, performance, safeguarding, well-being and development)
4. Ensure close coordination and advice from HR Legal Advisors in country.
5. Provide technical support, advice and capacity build the Human Resources team.
6. Provide technical support and guidance to managers on all Human Resources related issues.
7. Provide line management, guidance and support to HR and Administration department staff.
8. Establish HR strategy and work plan that aligns with the overall global organizational strategy and oversee its execution.

Operational HR

1. Develop appropriate human resources policies and procedures, ensuring good employment practice and legal compliance.
2. Provide advice to managers and staff on all aspects of MAG’s terms and conditions of employment as per National Staff Handbook and MAG policies.
3. Provide advice and guidance and ensure that policies and procedures are followed in the event of employee relations issues including performance management, redundancies, disciplinaries, and grievances.
4. Manage and support the performance and development of national HR staff to develop capacity and ensure the provision of an efficient and effective HR function within the program.
5. Provide efficient coordination and oversight of cases of ill health and insurance, including liaising with MAG HQ, CEGA and local agents.
6. Manage the full contract process for national employees including contracts, extensions, amendments, and resignations.
7. Manage change processes including end of contract processes, and expansion ensuring that all processes are legally compliant.
8. Lead and manage the redundancy process in collaboration with the HR service provider and legal advisor, supporting management in restructuring and downsizing.
9. Administer and manage all incoming and outgoing communications and correspondence with key stakeholders including LMAC, RMAC, HR Service provider and legal advisor.
10. Work with the HQ HR Team to ensure that MAG’s Safeguarding Framework and associated initiatives are implemented and ensure safeguarding standards and refresher training are integrated into the relevant HR processes.  
11. Function as the designated focal point for HR service providers and legal advisors, ensuring effective communication and coordination.
12. Oversee and follow up with the bank on setting up new employee bank accounts and resolving related issues.
13. Attend regular meetings with the HQ HR team for technical support and updates.
14. Work with HR service provider and legal advisor to ensure that HR policies and procedures in place are compliant with all labor law, highlighting any current or future areas of risk or non-compliance with the SMT.
15. Ensure that contracts, handbooks, policies and procedures remain compliant with all relevant local legislations and reflect current practice.
16. Ensure secure and systematic HR filing systems are in place.

Performance & Development

1. Ensure both probation and performance appraisals are done on time.
2. Ensure the annual performance and development process is in place and well understood by managers and staff.
3. Advice managers on PIP process when dealing with poor performance and disciplinary issues.
4. Prepare legally compliant letters in consultation with HR Service provider and legal advisor.
5. Ensure exit interviews are conducted and exit forms are issued and shared with exiting employees
6. Support management in identifying and implementing effective learning and development interventions for staff.
7. Lead and support the development of the annual staff development plan.

HR systems and Payroll

1. Ensure that all paper and computerized personnel files, HR databases, attendance records systems and records are maintained accurately and are up to date.
2. Oversee leave management, maintain leave tracking ensuring complete documentation for all staff movement.
3. Ensure the payroll changes spreadsheet is updated and maintained in a timely and accurate manner.
4. Provide the SMT with regular management information including staff numbers, absence data, disciplinaries, etc.…
5. Manage and administer social security and tax including the registration process and payroll deductions in coordination with HR service provider.
6. Manage the reconciliation of individual payrolls and control account totals ensuring that the payroll figures are accurate and consistent across all records and accounts within MAG and the HR service provider and in coordination with program finance department
7. Review salary scale and benchmark process every two years or as per request and consult with HoSS and CD on necessary actions to undertake.

HR Policy Management

1. Ensure Localization of global policies where needed.
2. Ensure HR Compliance checks are done at least once per year.
3. Maintain and update HR policies as necessary, providing advice and information to staff of any changes to policies.
4. Work closely with HQ HR and HoSS for review and endorsement of HR policies and tools.
5. Ensure that all the working tools and trackers in HR department are regularly updated.
6. Lead training of managers on the necessary tools and procedures within people management and MAG policies.

Administration

1. Provide oversight of existing administration procedures and update processes as needed to ensure MAG Lebanon maintains quality internal administrative systems.
2. Liaise with other managers across the program including Logistics, Finance and Fleet to ensure effective cooperation and that admin procedures are efficient.
3. Ensure efficient controlling and issuance of ID cards, business cards and email addresses.
4. Ensure effective and efficient management of office administration policies, systems, and procedures.
5. Indirectly supervise the housekeeping staff and duty drivers.
6.  – Ensure to maintain travels, including required documents, accommodation, airport pic up and drop for program staff and MAG guests and visitors. Oversee and ensure smooth arrival of expats by coordinating pre-arrival process, travel arrangements, coordinate logistics, and support visa processes.
7. Ensure staff mobile communication allowances (pre- and post-paid phone lines and mobile devices) are managed well in accordance with policies.

Wellbeing

1. Advise on promoting work-life balance initiatives among staff.
2. Provide Psychosocial Support (PSS) resources and guidance to employees.
3. Provide guidance on available staff welfare resources for national staff members.
4. Ensure active engagement with employees and support their needs.
5. Listen attentively to employee concerns and provide timely and effective responses.
6. Organize monthly training and coaching sessions on various topics to foster continuous learning and professional development among employees.
7. Identify and respond to needs for training as per request from staff members.

Safeguarding

1. Lead and support in delivering safeguarding trainings to raise awareness among MAG personnel.
2. Conduct SG induction training and refresher training for all staff.
3. Support Community Liaison (CL) teams in raising awareness within communities.
4. Conduct investigations inline with MAG policies and procedures.
5. Lead and manage the publication, dissemination, and implementation of safeguarding policies, procedures, and good practices at program level.
6. Ensure policies are conveyed clearly to all staff.
7. Display posters with reporting details and distribute reporting cards.
8. Establish and manage reporting mechanisms at all levels (staff, communities, partners, suppliers).
9. Strengthen reporting mechanisms such as hotlines and feedback boxes.
10. Acknowledge receipt of complaints within 24 hours.
11. Enhance safeguarding focal point system and lead focal group discussions; provide training and ongoing support.
12. Monitor MAG Lebanon progress against safeguarding activities outlined in the work plan.
13. Work with managers to identify and mitigate safeguarding risks across the program.
14. Ensure implementation of safe recruitment throughout the recruitment process.
15. Serve as the point of contact for complainants or victims during investigations.
16. Arrange external support as needed.
17. Assist managers in enhancing safeguarding investigative capacity.
18. Support response to allegations and assist in planning, managing, and supporting investigations.
19. Provide professional advice while ensuring personal safety of involved parties.
20. Represent MAG at sector events on safeguarding; learn from best practices.
21. Collaborate with safeguarding teams at MAG HQ; implement best practices.
22. Conduct lessons learned exercises following significant events to ensure continuous improvement.
23. Provide access to external individual counselling services; offer referrals and information on available resources and cost coverage.
24. Advise on mental health resources and maintain an updated list of verified resources in the region.

Essential Requirements:

1. Bachelor’s degree in human resource management, Business or Social Science Degree specializing in HR or relevant study and experience.
2. Minimum 6 years working experience in HR Management in Humanitarian organisations with at least 2 years in a senior HR management role within an INGO.
3. Demonstrated understanding and working knowledge/ experience of Human Resources Management principles, concepts & processes.
4. Excellent skills in handling and advising on complex people management issues.
5. Excellent inter-personal and communication skills with ability to engage with all levels of staff in a cross-cultural environment.
6. Good facilitation skills and ability to deliver induction briefing/training.
7. Highly organised with strong attention to detail.
8. Proficient in English.

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.