Administration Assistant- HR

The Administration Assistant is responsible for administrative follow-up, agreement with national regulations, capacity building, and any other tasks delegated by the Administration & HR Senior Officer. He/she is in charge of staff administration including contract editing, time & absence management, payroll, follow-up of disciplinary measures and end of contract management; preparation of administrative & HR reporting…

Duties and Responsibilities

General Administration

Ensure that contractual obligations are met as per Pygmalion procedures and Lebanon Legal bases;

Ensure comprehensive and reliable documentation, filing, scanning and archiving for any work contract modifications and internal memos.

Conduct regular follow-up of own work plans, identify and address any delays in a timely and effective manner; Monitor output achievement, and ensure a timely completion of tasks.

Regularly and openly /transparently communicate with line manager, including on progress against tasks, challenges and critical issues;

Participate actively in coordination meetings to follow up on action points and for auditing purposes to clarify unclear subjects

Staff Administration

Collect, review, scan, file, save and archive staff -related files up to date with all relevant documents, including CV, ID, recruitment forms, offer forms, contract, amendments, attendance sheets, signed Code of Conduct, timesheets, training, leaves, performance evaluations, warnings, exit forms, etc.

Update and maintain payroll records to support payroll preparation.

Collect and file leave of absence and sick reports.

Preserve and update human resources documents such as organizational charts, calendars, directories, contact lists, and share as required.

Prepare the NSSF registration/termination forms and documents of all employees, and NSSF family declarations of employees.

Assist in the timely preparation of supporting documents (such as visas) needed for staff 

Organize induction briefings for all new staff with all departments;

Suggest opportunities for staff trainings to Managers based on staff appraisals.

Participate in the planning of HR related events like team building & wellness events, code of conduct training, etc. in coordination with line manager & Country Director

Perform other related duties as required as assigned by manager

Maintain the confidentiality of internal materials, procedures, and information.