Human Resources & Administration Manager

Job purpose and context 

Since its establishment in 2018, MSF Lebanon has transitioned from a regional hub to a recognized institutional entity, focusing on Lebanon's medical, communications, human resources, operational support, and advocacy potential. The team has made substantial progress in rooting MSF in Lebanon and the MENA region, building its identity and Arabic voice, and contributing to the development of its international mobile workforce. MSF Lebanon has defined the following three overarching strategic pillars: 

1. Institutional Rooting, ensuring that key target audiences recognize and accept MSF as a well-known, credible, trustworthy, and independent medical humanitarian organization in Lebanon and the wider MENA/WANA region.  

2. Operational Support, providing relevant technical and strategic support to operations, benefiting from the expertise and resources available in the region.  

3. Movement Contribution, launching and supporting initiatives to optimize resources and improve intersectional collaboration in and from the MENA/WANA region to enhance MSF operations.   

Today MSF Lebanon consists of a Human Resources team with a core mandate to secure and develop a mobile workforce from the region deployable to  MSF operations worldwide, a Communications team that provides communication advisory and capacity to meet MSF’s institutional and support operational communication needs, a Finance, Compliance and Support team who is responsible for the financial reporting and operational legality of the BO together with intersectional facility management ; a Medical Support Unit with specialty in Epidemiology and Public Health Policy Advocacy, in addition to a growing operational support team including a decentralized medical unit (MEMU) that is focused on Antimicrobial Resistance (AMR) in MSF’s global portfolio in addition to a regional technical support team (METSU).  

MSF Lebanon comprises of around 50 staff (including decentralized positions) from which most of them are located in Beirut with a smaller team in Cairo. 

The main purpose of the role is to: 

• To manage end-to-end of Domestic HR Management & office administration for MSF Lebanon.  
• To provide HR business partnering support for MSF Lebanon, through implementing and advising on all people management administration topics and matters and working on HR requirements for the offices and hosted unit staff. 
• To support in development and implementation of high-quality people management policies and frameworks aiming to support overall domestic HR management and aligning with MSF Lebanon strategies, diversity, equity and inclusion, country legislations, MSF movement and other internal and external elements. 
• Support Director HR in key strategic HR projects, from planning to the implementation stage. 
• Accountable for ensuring smooth human resources management processes and procedures, in accordance  with MSF guidelines and country legislation. 
• Office Administration: In-charge of the office administration vertical and integrating domestic human resources and office administration through collaboration to ensure an improved workplace experience for all staff and other relevant stakeholders in the MSF Lebanon. 
• You will be member of the HR Team with responsibility for the delivery and strategic development of MSF Lebanon’s HR objectives together with the other HR colleagues. 

Accountabilities 

Domestic HR Management  

Recruitment, Onboarding and Induction   

• Lead office recruitment for both Beirut and Cairo offices, including recruitment support to hosted positions and interns for the office, ensuring an equitable, fair, transparent, efficient and accountable recruitment processes. 

• Support in the development of new tools and innovative recruitment approaches, keeping in mind data protection. 

• Coordinate Job review and scaling. Responsible to grade the new job profiles at the Branch Office and ensure that all functions meet with the function grid. Identifies deviations and shares them with HR Director to draw an action plan in case corrections are needed/convenient.  

• Ensure adherence of recruitment policy and advice line managers on issues regarding the legal right to work in Lebanon, work permits and liaise with immigration specialists. 

• Support in the adherence of maintaining an adequate job evaluation system, including production of high-quality job descriptions and evaluation of jobs in collaboration with line managers and HR Director. 

• Lead the roll out of timely and optimal onboarding plan for all new joiners (core & hosted team members). 

Learning & Development 

• Support in the design and implementation of L&D policy (and makes amendment from time to time) and contribute towards the L&D strategy for the office, in collaboration with HR Director. 

• Supporting L&D for the Office (Beirut & Cairo) in collaboration with MT and Managers on mapping training needs, analysis and implement annual training plan. 

• Ensure the training needs of hosted units of MSF Lebanon are mapped and implemented, basis identified needs. 

• Co-facilitate induction sessions along with identified L&D Facilitators, as and when required. 

• In collaboration with HR Director, contribute to the identification of training options at local / regional / international / intersectional level, and provide expertise upon request to line managers with regards to the assessment of training needs within the teams they supervise. 

Performance Management 

• Ensure the running of the process of performance management for MSF Lebanon. 

• Advise and support the line managers on matters regarding performance management and ensure that they are committed to the system of regular performance reviews for their employees     and the link with learning and development therein. 

• Identify and implement forward-thinking approaches to assess and enhance the Performance Review System, ensuring it effectively meets its objectives and drives continuous improvement. 

Payroll and HR Administration 

• Accountable for ensuring HR process are digitised in order to simplify workflows and make them more efficient. 

• Accountable for ensuring smooth, timely, accurate and effective life cycle management of staff right from onboarding until separation formalities. 

• Accountable for ensuring employment social security regulations and other benefits, ensuring the office remains compliant. Oversee proper documentation, filing and management of social security records 

• Accountable for roll out of an efficient payroll software for the Branch Office in Beirut.  

• Ensure timely and error free payroll and payments release for staff and consultants 

• Ensure best practices are followed in HR administration 

• Guide and lead visa administration for IMSs of MSF Lebanon 

• In collaboration with Dir HR, support development of key documents such as POAs for the office. 

Employee Relations & Retention 

• Supports HR Director & MT in contributing towards creating a positive and enabling working culture, ensures strengthened internal communications with staff and    relevant stakeholders  

• Advise and support HR Director on employee relations including team building, employee engagement and other issues including disciplinary and grievance procedures, performance management, absence and other matters. 

• Keep abreast of legislation affecting employee relations policies to  ensure MSF Lebanon is up to date with current regulations. Communicate significant legal changes and implications for MSF Lebanon as required. 

• Support HR Director is ensuring staff duty of care. 

• Ensure grievance redressal mechanism is well communicated to all staff and adhered to. 

• Supports Dir HR is the further design and development of Safeguarding frameworks for MSF Lebanon.   

Supervision 

Line Management of the following personnel: 

• HR & Admin Executive: To deliver a comprehensive HR payroll, contracts management, compliance management and end to end of HR management, office administration, travel management for office, and hosted staff. Follows up to ensure an efficient personnel filing system (physical and electronic files) of all administrative files, granting strict confidentiality of employees’ personal files. 

Supervision to ensure that all international and internal movements are properly managed (visa administration, travel, tickets, per diem when necessary, dates of arrival/departure) 

• Office Cleaner (outsourced): To ensure office premise/s are well maintained and meet identified cleanliness standards. 

Office Administration  

• Oversees and is responsible for office administration to ensure an efficient running of the office (rental, utilities, end to end of travel management (land, air), general upkeep of the office, housekeeping, coordination for management of office guest houses and office space allocation to staff). 

• Ensure seamless coordination for all travel arrangements for staff, booking flights, accommodation, transportation, per diem, including movement of goods/packages. 

• Ensures smooth administrative onboarding of new joinees. 

• Reviews existing office administration practices, procedures to ensure an improved office life and workplace experience for staff and other relevant stakeholders, which will include a focus on diversity, equity and inclusion – in terms of office and infrastructure and environmental impact. 

Strategic Domestic HR Management 

• Periodically review and makes recommendations to HR Director for improvement of the organization's policies, procedures and practices on personnel matters in line with changes in global MSF movement, country legislations, DEI and other relevant internal and external factors. 

• Monitor and maintain knowledge of industry trends and employment legislation and ensures organization's compliance. Responsible of supervising the labour legislation; keeps her/himself informed of any amendment made in labour legislation by regularly checking legislation sources. 

• Strengthen internal communication, communicates changes in the organization's personnel policies and procedures in a clear and transparent manner and ensures that proper compliance is followed. 

• Legal safeguarding: Support HR Director in all employment and domestic HR related legal matters. 

• Staff development: Support in the formulation of staff development strategy and ensures implementation of the same. 

• Advocate and ensure compliance with internal regulations, MSF policies, procedures, tools, standards and principles regarding all staff’ (core and hosted team members) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Branch Office reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff.  

• Collaborate closely with key internal stakeholders to provide strategic HR support, aligning HR initiatives with organizational goals and fostering strong, effective partnerships.  

• Responsible for the proper implementation of employment norms and contracts of the office workforce, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.  

• Coordinate the support of decentralised hosted position requests in close collaboration with Dir HR and managing offices. 

• In close collaboration with HR Director, ensure regular administrative meetings with the staff are held to inform them of their rights and duties. These meetings will also address any changes in labor legislation, local practices, HR policies, procedures, or amendments to Internal Regulations that may impact them. 

• Revise, update (if needed) and drafts policies and regulations for the Branch Office 

• Further support HR Director in the development and implementation of the domestic HR strategy, strategic and annual plans and annual budgets. 

• Support HR Director in planning and implementation of key HR projects such as the roll out of Global Grading Framework and the rewards review implementation.  

• Able to act as a Deputy Head of Department in absence of the Directo

Key Interactions 

Internal stakeholders 

Core & Hosted staff members 

External stakeholders 

Legal Advisor/Auditor/Vendors for HR Software/applicants  

Job requirements 

Education 

Degree in Human Resources  

Experience 

5 years of experience as HR Generalist/ HR Business Partner 

Languages 

Fluency in English, Arabic 

Competencies 

• People Management, level 3 
• Service Orientation, level 2 
• Strategic Vision, level 2 
• Behavioural Flexibility, level 3 
• Teamwork, level 3 
• Analytical skills, level 3 

Knowledge 

Well versed with payroll, C&B packages, Lebanese labour laws 

Functional/ 

Technical Skills 

Well versed with payroll & employment laws and norms 

Recruitment, L&D 

Generalist HR  

Other requirements 

• • Personal Integrity & Relationship Building: Demonstrate high personal integrity, honesty, and a strong ability to build relationships. Capable of exercising excellent judgment and striking a balance between supporting employees and collaborating with management. 
  • Commitment to MSF Values: Strong dedication to MSF principles and humanitarian values, ensuring that actions and decisions align with the organization's mission. 
  • People Management Experience: Extensive experience in managing people, including providing HR support to managers and offering strategic advice to senior management on HR resource planning. 
  • Lebanese Labour Law Expertise: In-depth knowledge of Lebanese Labour Law and a solid understanding of the local context, ensuring compliance and effective HR practices. 
  • HR Administration & Compensation: Experience in HR administration, payroll management, and compensation and benefits, ensuring accurate and efficient processes. 
  • Complex Case Handling: Proven ability to handle complex individual HR cases, offering solutions that align with organizational policies and values. 
  • Facilitation & Leadership: Demonstrated experience in leading meetings and facilitating workshops, fostering collaboration and knowledge sharing. 
  • IT Proficiency: Highly skilled in using common IT tools, including the MS Office suite (Word, Excel, PowerPoint), to support HR functions and communication.