Human Resources And Administration Assistant

KEY RESPONSIBILITIES: Human Resources a) Manage, maintain and update the computerised HR systems (to include GOLD, leave database and various HR tracking systems) by ensuring that they have 100% accuracy. b) Oversee the maintenance of the manual human resources filing system for National, National Plus and Global staff in-country. c) Ensure that all HR documentation kept in personal files (paper and electronic) is maintained and archived in a consistent manner in line with minimum standards and data protection regulations. Follow up and inform relevant stakeholders on missing information and/or incomplete staff files. d) Maintain the In-country Programme job description database and other Oxfam formats on computer and maintain organograms up to date. e) Coordinate the collection of absence, leave statistic, sickness reports, new/end of contract statistics and information in order to ensure that staff files are up to date. f) Provides HRO with payroll information on new starters, leavers and changes/amendments to terms and conditions of employment. g) Collect and update performance management records in the GOLD database. h) Track and monitor expiry dates of contracts and report to HR Officer for follow up actions with the line managers. i) Manage the HR Folder in the ‘O’ Drive, by conducting regular review of the drive to ensure that all information and forms are up to date and shared information are accurate and stored in a proper manner, eg contracts, leave balance report, sickness and medical reports. j) Support the recruitment processes including, ensuring prompt long listing and short-listing by ensuring applications on local job boards are placed in the right folders, downloading CV’s from I-grasp, preparing interview packs, contacting candidates, and writing regrets. k) Assist with medical reconciliation. l) Assist in updating the provident fund information. Administration a) Responsible for the proper maintenance of office and apartments’ cleanliness, maintenance of office equipment, among other things b) Responsible for coordinating on travel arrangements in and out of Lebanon for local and International staff. c) Receiving information on staff/visitors’ movements for the response, liaising with Programme Manager and Logistics Coordinator in regards to accommodation. d) Where applicable, facilitating staff/visitors registration and visa renewals. e) Manages and supervises general upkeep and supervises the apartment cleaners to ensure the apartments are cleaned and maintained. f) Responsible for the maintenance of office stationery supply. To provide monthly reports on issues and stock position.