Admin/hr Assistant

Who are we  Concern Worldwide is a non-governmental international humanitarian organisation, and was founded in 1968. Concern Worldwide currently operates in a number of countries across the globe, with its Head Office in Dublin. We work with the poor and vulnerable in the world’s poorest countries to help them bring about long-lasting change in their lives and realise their fundamental human rights; to food, to health, to education, and ultimately to a life of dignity. Together with local and international partners, and with the beneficiaries themselves, we respond to emergencies and undertake long term development work.  We work across the world to promote a better understanding of extreme poverty, and we campaign for local and global action that will help reduce this. Job Summary                     The purpose of the role is to provide accurate and timely HR and administrative support to the programme and operations teams and to ensure that HR and administrative tasks are managed appropriately. The role will encompass a range of tasks that will require skills in prioritising and managing competing demands from a variety of clients.  A client centred approach is essential to being able to perform this role.  It is possible that the post-holder will be privy to private and sensitive information and will need to maintain confidentiality.   Duties and Responsibilities  1. Manage and account for, stationary and office supplies a)      Ensure that office stationary is available as per the requirement of the teams. b)      Efficiently order, log and distribute stationary and office supplies based on projected usage and needs, and available budget c)       Maintain records of stationary and office supplies purchases and usage  2. Maintain equipment in Concern office and staff houses and ensure they are functional and meeting health and safety standards a)      Purchase office/ staff houses equipment as per procurement procedures as required  3. File and documentation management a)      Create and keep updated a tracker for all the contracts (Lease contracts, Generator, Internet, etc.…) for the expats apartments, Beirut office and Halba office. b)      Maintain a hard copy office filing system for all HR and Administration files (Contracts, staff files, Recruitment files, etc...)  4. Event management and hospitality a)      Arrange meetings and workshops as requested based on meeting organisers’ needs b)      Ensure refreshments are available for office visitors and guests c)       Arrange accommodation booking and transportation for official trips for Concern staff and visitors.  5. Payments a)      Prepare payment requests for administration expenses for the finance department with all the necessary documents for purchases made b)      Prepare payments for weekly costs for water, housekeepers etc. c)       Prepare monthly payments for internet  generators, electricity costs for office and apartments  6. Health insurance claims a)    Handle the Health insurance claims files and provide the insurance company with the relevant completed documents to reimburse the staff. b)   Keep records of the submitted claims and follow up with the insurance company in case of delay in reimbursing of staff claims.  7. Staff Leaves a)    Regularly update and maintain electronic records of the staff leaves. 8. Support Concern’s work in Lebanon by undertaking other tasks as appropriate and reasonably assigned by the HR/ Admin Manager, SD and/or CD. 9. Adhere to and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.  Skills, Qualifications, Experience and Attitude Required Recognised tertiary qualifications in administration or related discipline At least one years of  experience in administration field Excellent organisational skills with the ability to work on own initiative and proactively provide support Excellent computer skills in a MS Office and good command of email Knowledge of setting up office systems and procedures Ability to work calmly and efficiently under pressure to meet tight deadlines Excellent oral and written communication skills in Arabic and English. Demonstrated ability to interact with other people effectively and diplomatically Commitment to maintaining confidentiality Ability to work within deadlines, prioritizing competing demands and under pressure Ability to negotiate and assist in the resolution of disputes/conflict Attention to detail Previous experience working with humanitarian organisations is desirable Non-judgmental attitude and respect for Concern’s beneficiaries, other staff and people that Concern deals with Commitment to humanitarian principles and values Commitment to Concern equal opportunity and gender practices