Administrative Assistant - Human Ressources

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity.   Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.   PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors.     POSITION GENERAL INFORMATION   Position: Administrative Assistant – Human Ressources Based in: Beirut     OVERALL MISSION  General objective The Administrative Assistant - HR has to help the Administrative, HR & Finance Manager in all the activities related to human resources management.   Responsibilities and tasks   1.      Administrative management & Follow up 4  To prepare and/or gather supporting documents related to each local staff contract : PU-AMI card, ID and driving license copies, blood type justification, certificates; 4  To help preparing local staff contracts (new recruitements, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions; 4  To forward updates, regarding all expatriate and local staff and their contract terms (dates, position, monthly allowance); 4  To keep track of the days off for the national staff and to make sure the process is respected; 4  To follow the evaluation/appraisals deadlines and inform the managers accordingly; 4  To record the minutes of meetings when asked by superiors; 4  To manage the housekeeping staff;   2.      Recruitment policy 4  To ensure that the recruitment policy is implemented and respected 4  To ensure that all the recruitement document (selection  grid, comparative table, technical tests) are available in all the files; 4  To assist the Admin, HR & Finance Manager in the recruitments and help holding interviews when needed; 4  To file and archive the resume received on the email adress for each department; 4  To prepare the integration of any new employee (contract, email, document to bring etc..);   3.      Payment 4  To prepare the pay roll at the end of each month 4  To prepare the expatriates per diem at the beginning of each month 4  To help in the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance 4  To update the Salary database every time a change arise   The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs.     QUALIFICATIONS   Mandatory requirements   Language skills: Fluent in Arabic and English Education degree: University degree in Human Recourses or related field. Work experience: Minimum 1 year experience in a similar position (NGOs/private companies) Knowledge & skills: Good analytical and writing skills Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel   Assets Interest: -       Strong motivation to help people in needs -       Management/capacity building Transversal skills: -       Well organized -       Ability to take initiative to deal with difficulties encountered in daily work -       Ability to adapt or change priorities according to the changing situation within a mission or the organization itself -       Autonomy, neutrality, hard worker