P&C Administrator (HR)- Mansourieh

The purpose of the position is to administer World Vision Lebanon People and Culture systems and provide administrative support to the P&C function including but not limited to correspondence generation, record keeping, and personnel files maintenance.  To act as a super user to Our People system and to manage the recruitment module as per WVL recruitment process.

To ensure a quick effective service is provided to all WVL stakeholders and to contribute to the achievement of the overall departmental objectives and work plan.

MAJOR RESPONSIBILITES

% of time

Activity

End Results

20%

Administer P&C Systems and database

• Administer and manage World Vision Lebanon’s P&C systems including Payroll, our people and Time Management software.

• Maintain & Update the organization’s HRIS records regularly and provide reports and statistics when required.

• Ensure that the one box drive is up-to-date and all documents are scanned and uploaded properly.

• Analyze and present data and other quantitative information (through creation/production of reports) to capture significant trends or key issues, from a P&C perspective.

Monthly payroll is generated and sent for finance for execution.

OP data is accurate at all times.

P&C reports (Absence reports, end of contracts reports, etc.) are generated on quarterly basis to inform decision making.

Personnel files and other P&C documents are accurate and accessible at all times.

20%

Follow-up on National Social Security Fund and Ministry of Finance requirements in coordination with external Audit Firm.

• Administer National Social Security Funds, insurance and workers’ compensation plans including enrollments and terminations, family allowance sheet and quarterly and yearly declaration forms.

• Administer Ministry of Finance forms.

• Act as liaison between employee and insurance provider in resolving benefits related program and ensure effective utilization of plan for positive employees relations.

• Process billings from insurance providers. Review billings for accuracy, and resolve discrepancies with the company in coordination with Finance Department.

Enrolments and termination forms are submitted to Social Security as per the set deadlines. Family allowance sheet is signed and submitted as per the set deadline.

Quarterly reports are checked and submitted on time.

Yearly reports are developed, checked and sent to NSSF and MOF as required.

List of ensured staff is updated and sent to the insurance provider on regular basis.

Staff insurance requests are dealt with efficiently

Bills are being administered in close collaboration with the related finance staff

25%

Handle the Recruitment module and recruitment process as needed.

• Manage the recruitment module in our people as per WVL recruitment process

• Train Managers on WV Central and recruitment system on Our People.

• Prepare employment agreements and amendments as needed.

• Support in conducting new employees orientation as requested.

• Support in the recruitment process of casual workers and handle full-time staff recruitment occasionally.

All vacancies are managed  through the recruitment module on our people as per the recruitment process.

All managers are trained and are able to open vacancies on OP

All new employees received a proper orientation and induction as per orientation Policy.

Casual workers and staff are hired according to recruitment policy

30%

• Perform a variety of HR tasks

• Manage employees’ leaves and vacations, ensuring full compliance with World Vision Lebanon P&C policies.

• Respond to routine employee enquiries, both oral and written to ensure the accurate and timely provision of information .e.g verification letters, number of leave days, International Insurance certificate, monthly payslips, Prepare End of Service documents whenever requested

• Provide general administrative and clerical support to the P&C Unit to facilitate the smooth operation of the Unit.

• Manage employees’  interns’ and volunteers’ files as per World Vision Lebanon P&C standards

• Ensure all policies (child protection, code of conduct, conflict of interest, Anti Fraud…) are signed by new employees as required.
• Liaise with Admin staff regarding international visa, work permit, residency permit and follow up with international staff on needed documents.

Staff AL balance is sent to the managers on quarterly basis to ensure timely usage of annual AL days.

Recommendation letters are ready within 3 working days.

Employee’s inquiries are responded promptly.

Personnel files contain all needed documents.

P&C Policies and procedures are shared and signed by all WVL staff.

Documents and information about international staff are provided to admin team in order to complete the issuance of visa, work permit residency. 

5%

Perform other duties as required

• Attend and participate in WVL’s spiritual nurture and other organizational events
• Responsible of own security and actively contribute to a positive security culture
• Report CP incidents as per the safeguarding policy guidelines.
• Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security manager
• Perform other duties as assigned by Line Manager

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Two to three years experience in the HR field.
• Knowledge of HR administration and good working knowledge of principle of HR management
• Ability to respect and relate appropriately to people
• Excellent administrative skills
• Computer literate with a high degree of proficiency and productivity.
• Good interpersonal and written and oral communication skills
• Maintain high level of confidentiality

Required Education,

training, license,

registration, and

certification

• University degree in a field related to business administration or HR management

Preferred Knowledge

and Qualifications

• Strong knowledge of Internal Human Resources policies, labor legislations and legal requirements.

Travel and/or

Work Environment

Requirement

Office-based with occasional travel to the field

Position may require functioning during a crisis situation, including during a World Vision response to a manmade or natural disaster.

Physical

Requirements

Language

Requirements

Excellent written English, with good command of spoken Arabic and English.