Operations Support Manager (OSM)

Functional prerequisite:

§ Master’s degree in HR management, business administration or any relevant management field.  

§ 5 years’ experience in Administration, Logistics and/or HR is necessary

§ 2 years’ experience in management is preferable

§ Knowledge of Lebanese code of Labor, National Security Social Fund, and Employment Law.

§ Knowledge of Human Resources Management and Supervision.

§ Good knowledge in developing systems, procedures, and tools.

§ Good knowledge of information management, IT and relevant applications is an advantage.

§ Management and leadership skills.

§ Excellent oral and written communication skills.

§ Problems solving and analytical abilities.

§ Interpersonal, cooperation, and teambuilding skills.

§ Attention to details and high level of accuracy

§ Fluency in Arabic and English.

Additional Considerations

The OSM is to abide by the policies and personal code of conduct set by NPA, and represent the organization in a loyal and responsible manner

Responsibilities

Management

• Report to CD, participate in the Senior Management team and work closely with PMs and other managers to ensure adherence to NPA policies in HR, Logistics, and administration. Shall support PMs in administration, Logistics and HR issues.
• Manage admin, Logistics and HR staff in the organization, stay updated on relevant changes in national policies and advise CD and Senior Management Team.
• Advise SMT on admin, Logistics and HR issues and ensure adherence to global HR, Logistics and admin policies, as well as relevant locally adapted manuals.
• Liaise with relevant national authorities on admin and HR.
• Ensure adherence to NPA’s Code of Conduct, Anti-Corruption Policy, Ethical Guidelines, Conflict of Interest policy and any other relevant approved guidelines and policies in all support functions and report any contrary to the CD.
• Maintain a strong QA function of all logistics in Beirut and field offices and provide guidance and advice to relevant staff.

Administration

• Develop and implement NPA’s administrative policies, systems, and procedures at the national level and oversee their implementation in the organization
• Ensure confidential and standardized Filing /Archiving of Admin, HR, and logistics documentation on SharePoint
• Ensure that all necessary agreements, permits, and licenses necessary for NPA’s operations are in place, and keep updated on national rules and regulations pertaining to the activities of NPA. This also includes visas and permits for expatriate staff.
• Ensure that minutes of meetings are documented and uploaded on SharePoint for CD such as – Staff Meetings, Senior Management Team Meetings, and Joint Staff Meetings.
• Provide guidance and support in NPA information management and suggest improvement and recommendations to Country Director and Senior Management Team.
• Meet with staff representatives (if requested) to listen to staff concerns and suggestions and to communicate them to Senior Management Team.
• Close collaboration with HO to ensure effective roll out of new procedures and feedback on the development of new policies and systems
• Keep files related to NPA lawyer and auditors, and other files related to the legalization of NPA in Lebanon.
• Contribute to building development partners’ administrative and HR capacities, especially in the areas of the code of conduct, anti-corruption, ethical guidelines, conflict of interest, etc..…) in collaboration with Programmes Manager

Logistics

• Ensure adherence to Logistics policies, procedures and systems as by NPA QMS, country-specific plans, and donor requirements at the national level and oversee their implementation in the organization.
• Develop effective and timely procurement systems and support PMs on procurement plans.
• Ensure that all procurement, fleet management, stock and asset management are in line with QMS and local logistics manuals.
• Provide regular Logistics reporting to the Country Director and Senior Management Team.
• Ensure that all staff involved in procurement and logistics are trained and competent on QMS and local procedures.
• Support DP PMs on developing partners’ capacities on logistics.

Human Resources

• Develop and implement NPA’s HR policies, systems, and procedures at the national level and oversee their implementation in the organization.
• Ensure adherence to HR and Personnel policies, procedures, and systems as by NPA QMS, country-specific plans, and donor requirements
• Develop effective HR management tools and provide regular HR analysis and reporting to the Country Director and Senior Management Team
• Ensure compliance with the Lebanese Code of Labour, National Security Social Fund, Ministry of Finance regulations, Ministry of Labour and other relevant national Legal regulations.
• Ensure adherence to Employment Policy during all employment phases (Recruitment, Selection, and Hiring) and Termination Policy as by NPA, donors guidelines, and Lebanese Labour Code.
• Ensure that an effective induction package is developed and delivered to all new staff
• Ensure the use of an effective and advanced PayRoll System and keep continuous improvement of relevant policies and procedures.
• Ensure that all staff is covered by an Insurance Package as by Lebanese Code of Labour and by NPA local and international policies.
• Ensure the adherence of all staff to “Employees Responsibilities Policies and Guidelines”.
• Provide NPA Lebanon partners with training sessions and guiding on different HR and Personnel procedures to make sure that they are abiding by NPA and donors’ guidelines.
• Ensure confidential and standardized Filing/Archiving of HR and personnel documents in all offices on Sharepoint and other Local Systems.
• Ensure the implementation of the Appraisal policy and that all staff have individual plans, and regular performance discussions with line managers are documented

Perform other duties as assigned by Line Manager