Hr & Administration Officer

OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering.   JOB PURPOSE:  To provide professional HR and Admin support and maintain Zahle office daily activities according the Oxfam’s Mandatory Procedures.   DIMENSIONS: Carry out tasks within guidelines laid down by manager / supervisor. Draws from a number of information sources to inform individual and group decisions. Responsible for the proper use of equipment by others, with due regard to health & safety standards and guidelines Responsible for supervising one or more support staff (Cleaner) including basic planning of day to day work. Solves basic problems, which have some variety, and takes decisions based on a number of options. Communicates widely within the department, with some Oxfam contacts and/or wider external contacts. Contributes to the development of improvements to the department's services, procedures and systems.   KEY RESPONSIBLITIES: Human Resources: Be the first point of contact in Zahle for any HR queries from staff and managers, knowing when to escalate to the HR Manager (this includes Recruitment, Leavers, Terms and Conditions, Reward,  Learning & Development and Performance Management) Recruitment support; liaising with managers and candidates, to support interview arrangement for Zahle office. Management of the Induction process for new staff, volunteers, consultants, etc in Zahle office hires (and actively participate/facilitate) in the all new staff group inductions (as and whenever required) Coordinate and support in all Zahle office HR matters and whenever required seek support from the Beirut HR counter part Maintain accurate records of staff leave etc and ensure all staff are aware of entitlements and procedures for applying for leave etc Producing standard HR letters and any other applicable documentation and correspondence. Data management and reporting – ensure all staff personal information held in HR is stored accurately and kept up to date and accurate management information reports are produced Contribute to project work individually or collectively.   ADMINISTRATION: Support co-ordination and organisation of training events, booking venues and liaising with trainers, delegates and caterers to ensure everyone is kept up to date with changes in numbers or event. Ensure availability of supplies and equipments necessary for smooth office operations Responsible for the proper maintenance of office and apartments’ cleanliness by supervising the Cleaner and ensuring the necessary supplies and materials are planned and provided; maintenance of office equipment,   Manage the administering of mobile phones to new arrivals To keep a proper record of administration expenses (expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents) Attend Zahle monthly Senior Management Team meetings to present reports and/or give HR/Admin input to their decision–making. Attend and contribute to weekly staff meetings and one-to-one supervision meetings as whenever required. Expect Regular visits to Beirut Office     SKILLS AND COMPETENCES At least a relevant Diploma or Degree holder (E)  Proven 2-3 years of Human Resources and Administrative experience and good organisational skills – (E) Ability to work well under pressure within a very busy environment, using own initiative and to prioritise accordingly to meet deadlines (D) Ability to deal in a tactful and professional manner with confidential information and sensitive situations – (E) Ability to compose correspondence and to create and develop administration processes (E) Excellent interpersonal and communication skills (E) Computer literate with excellent word processing skills and knowledge of Microsoft Office and electronic mail systems (such as Lotus Notes) – (E) Gender and cultural sensitivity, commitment and an understanding of the values of Oxfam and the principles of equal opportunities (E) Ability to communicate in English and Arabic clearly both verbally and in writing and with all levels of staff, including at a distance (E)