HR & Admin Supervisor (National Contract)

GVC is an Italian NGO founded in 1971. Actually is working in 22 countries worldwide. GVC presence in Lebanon dates back to the begin of Syrian Crisis and since then GVC has been implementing emergency and development projects in Bekaa and Akkar, financed by International Donors mainly in WASH sector.

GVC is actually recruiting personnel to cover the position of HR & Admin Supervisor to support activities in HR & Admin Department

Position Title: HR & Admin Supervisor

Reporting to: HR & Admin Manager                        

Duty station: Zahle with frequent visits to other GVC offices in Lebanon (Ain, Baalbek, Beirut & Kobayat)

Salary grade & level: Grade 4 Level 1

GENERAL OBJECTIVE OF THE POSITION

Under the supervision of the HR & Admin Manager, the HR & Admin Supervisor is responsible for providing support to the HR & Admin department in terms of recruitment, archiving, employees’ registration, Payrolls Calculation and HR Database, employees’ attendance, contracts and leaves.

WORK RELATIONSHIPS

Line manager: HR & Admin Manager

Line manager+1: Country Representative

Supervising positions: N/A

In direct link with: HR & Admin Officer

RESPONSIBILITIES & OBJECTIVES

Objective 1: Ensuring to have a good archiving system for all GVC HR & Admin files.

Activities/Main duties:

• Scanning the personnel documents as well as all the HR files linked with the recruitment.
• Archiving the personnel documents and the HR files using the current archiving system (hardcopies and softcopies).
• Labelling each folder and creating a follow up tool in order to facilitate the searching of each file.
• Checking each existing file and following with concerned people in order to have the missing information or documents.

Objective 2: Make sure that quality support in terms of recruitment is provided on time.

Activities/Main duties:

• Downloading all received CVs and sharing them on time with the HR & Admin Officer in order to prepare the first shortlist.
• Assisting the HR & Admin Officer in scheduling for the tests and interviews when necessary (send emails, call shortlisted candidates, etc.).
• Booking the meeting room, organizing for the tests and interviews (printing documents, providing laptops and stationery) & supervising the tests if need be.

Objective 3: Ensuring a proper follow up of the leaves and attendance of National and Expat staff.

Activities/Main duties:

• Updating the leaves’ tracker on a daily basis and sharing it monthly with all the departments. (Paid, Sick, Compassionate, Bereavement & others)
• Following the justification documents for the different kind of leaves and check if they are submitted accurately and on time.
• Ensuring the weekly extraction of the attendance data for all the offices, completing missing information referring to emails and manual attendance in exceptional situations.
• Make sure that all overtime worked by the employees are followed and calculated and then share with concerned manager and employee the entitled recuperation hours and keep tracking sheet of the overtime plan and compensated hours.

Objective 4: Guaranteeing the reception and acknowledgement of all GVC manuals and ensuring the official registration/termination of the staff.

Activities/Main duties:

• Preparing all requested documents that the employee need to receive on his/her first day (TOR, Contract, GVC rules and procedures).
• Declaration and termination of the staff to NSSF.
• Following monthly the signature of the family allowance and registration bordereaux.
• Insurance activation/deactivation for the staff.
• Coordinating the creation/cancellation of GVC staff email addresses with the IM department.

Objective 5: Ensuring the updates of the HR database and the monthly preparation of the payrolls.

Activities/Main duties:

• Updating the HR database including addition of new staff, editing staff personal information such as contracts duration and status, salary, marital status, insurance and other.
• Ensuring the timely preparation of the monthly payrolls (Salary Calculation, deductions and advances)
• Making sure that leaves are synchronized with the payrolls (Unpaid leaves, Sick leaves, etc.)
• Printing and stamping all GVC Staff monthly pay slips and follow their signatures and archiving

QUALIFICATION / REQUIREMENTS

Educational Background: BA degree in Business and Management or any similar field.

Languages: Very good in Arabic and English.

Driving license: Yes (Driving since 2 years and more).

Personal qualities & soft skills: The candidate should have excellent communication skills and should be organized, motivated, and sociable. The candidate should also be able to work using Microsoft Office such as Word, Excel and PowerPoint.

EMPLOYMENT CONDITIONS

• Basic Salary: According to GVC salary grid
• Transportation Allowance: Yes
•  Expected Starting date: ASAP
• Contract Duration: 31-03-2020
• Type of contract: Fixed Term Contract
• Renewable or not: Yes and depending on performance and funds availability
• Social insurance: NSSF in addition to a medical insurance