Administration And Human Resources Manager

CONCERN WORLDWIDE IN LEBANON  JOB DESCRIPTION  ADMINISTRATION AND HUMAN RESOURCES MANAGER     Job Identification             Job Title:                              Admin and HR Manager                 Location:                              Akkar district, North Lebanon Reporting Line:                 Finance Controller/GSM Staff Reporting:                                Admin Officer, Logistician Job Status:                          Temporary – 6 months Job Grade:                          Grade 3 Prepared by:                      Emergency Coordinator Date Prepared:                 26 June 2013 Approved by:                    Country Director     Job Summary                     This is the senior administration role in the structure with the post-holder will oversee all administrative and Human Resource support functions (including general administration, logistics, transport, procurement, security, human resources).  The post-holder will be required to formulate and implements administrative and HR procedures based on policies from country office and Head Office as well as Lebanon legal frameworks.  The post-holder will be privy to private and sensitive information and will need to be able to maintain confidentiality.      Duties and Responsibilities   1. Oversee effective administrative support systems for Concern a)      Develop administrative policies and procedures based on Concern requirements in Lebanon, local laws, best practice and Concern’s policies and procedures from Head Office.   b)      Support all staff to understand Concern’s administrative policies and procedures through awareness raising, training and dissemination of information   c)       Oversee compliance with Concern’s administrative policies and procedures through exercising approval authorities as well as routine monitoring and checks of practices throughout the organisation   d)      Revise and update procedures to ensure they are efficient and effectively supporting Concern’s programming in Lebanon whilst meeting Concern and donor standards   e)      Oversee preparation of documents and calls for tenders in regards to large supply and service contracts   f)       Ensure all procurement reflects value for money, has sound documentation to support purchases and transparent processes   g)      Ensure procedures are in place and that staff are equipped and trained to provide safe and secure storage and handling of project materials and equipment   h)      Undertake routine and random checks of asset and inventory stocks  to ensure integrity of register and procedures   i)        Negotiate and oversee any insurance arrangements deemed appropriate   j)        Oversee establishment and maintenance of fie management system       2. Oversee effective human resource management systems for Concern   a)      Review Concern’s HR policies and procedures for Lebanon to ensure compliance with Labour Law and competitive terms and conditions for employees   b)      Review Concern’s remuneration and benefits package for local staff in comparisons with other agencies and provide informed recommendations for senior management   c)       Maintain a comprehensive confidential electronic and paper filing system for all employees   d)      Oversee recruitment of local staff posts to ensure all vacancies are filled with the right people in a timely manner.  This includes job identification, assisting job description preparation or review, staff vacancy request, vacancy announcement, shortlisting, setting up interviews, reference checks, employee contracts, and induction   e)      Provide informed and confidential advice for any staff about to assist them to understand entitlements etc   f)       Establish confidential grievance and complaint procedures that staff can rely upon. Manage collective and individual staff grievances, seeking advice from senior management as required and in accordance with grievance policies   g)      Support Accountability Officer as required in raising staff awareness of Concern’s Programme Participant protection Policy   h)      Lead investigations of suspected and reported cases of breaches of Concern’s Programme Participant Protection Policy   i)        Prepare and review HR Budget as required including for cash forecasting of payroll   j)        Provide support to managers in preparation of job descriptions                      i.            Review Job Descriptions of new posts in consultation with relevant line managers                    ii.            Periodically review all categories of national staff job descriptions and amend as necessary in light of actual job functions   k)      Check names of new potential staff, consultants, interns, suppliers and partner staff as per Counter Terrorism policy   l)        Manage payroll of national staff in liaison with Finance team to ensure all local staff receive the correct monthly payments on time   m)    Maintain accurate records of staff leave etc and ensure all staff are aware of entitlements and procedures for applying for leave etc   n)      Establish and monitor the implementation of Performance Development Review and probation system, ensuring that it operates equitably and consistently across the organization   o)      Ensure exit interviews are carried out with all staff leaving Concern and undertake analysis of these   p)      Oversee the development of staff development plans for the organisation to meet individual and organisational development needs   q)      Manage staff development budget for Concern in Lebanon ensuring it is used effectively as per agreed organisational priorities and individual performance review outcomes   r)       Maintain an updated organogram of the organization   s)       Update Head Office as required in regards to movements, leave and other relevant HR matters in regards to international staff     3.   Effectively manage and support staff reporting to this post a)      Provide regular support and feedback to post-holders reporting to this role b)      Undertake probation and annual performance reviews frankly and in timely manner c)       Ensure sub-ordinates are clear about their role, expectations and all relevant policies and procedures d)      Support the professional development of subordinates e)      Undertake joint work planning f)       Facilitate communication flows between subordinates and senior management     4.      To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.   5.      To support 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. 6.      To oversee to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6)   7.      Undertake other appropriate tasks that support the work of Concern in Lebanon as requested     Skills, Qualifications, Experience and Attitude Required Recognised      tertiary qualifications in administration and/or HR or related discipline At      least five years experience in administration and/or HR field Ability      to develop, roll out and oversee compliance with systems Knowledge      of Lebanese Labour Law as it pertains to NGOs Previous      experience working with humanitarian organisations is desirable Strong organisation      and problem solving skills Excellent computer skills in a MS Office and      good command of email Ability to work calmly and efficiently under      pressure to meet tight deadlines Excellent oral and written communication      skills in Arabic and English. Client centred approach to work 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 Skilled negotiator and      advocate Willing      to work in the field as per need of the project activities including      occasional overnight stays away from home base 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     Concern Staff Code of Conduct and Programme Participant Protection Policy (P4)   Concern Worldwide has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern Staff, consultants, visitors to the programme and partner organizations; and the standards of behaviour expected from them. In this context staff have the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Concern’s core values and mission.   Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract employment.   Any breach of Concern Staff Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including dismissal.     Counter Terrorism Policy Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).    ‘Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office. By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.’