فرص عمل لدى Acted Ngo: مطلوب موظف/ة موارد بشرية / إداري/ة (HR / Administration Officer)

Job Purpose

Human Resources management is a key element contributing to the successful implementation of ACTED's projects.

The Administration Officer is in charge of administrative follow-up, compliance with national regulations, capacity building, liaison with other departments and any other tasks delegated by the Administration & HR Senior Officer. He/she is responsible for staff administration including contract editing, time & absence management, payroll, follow-up of disciplinary measures and end of contract management; preparation of administrative & HR reporting (TITANIC), preparation of reports to local authorities, filing and management of the administrative & HR document cycle.

Objective

Assist the team at Acted Lebanon in the implementation of human resources, administrative and procurement functions;

Carry out activities pertaining to day‐to‐day running of the administrative operations of Acted Lebanon;

Provide support to the operations of Acted Lebanon;

Carry out any other day-to-day assignments as tasked by his/her supervisor

Commit to the humanitarian principles of strict humanity, neutrality, impartiality and independence.

Duties and Responsibilities

General Administration and coordination

Ensure that contractual obligations are met as per Acted global procedures and Lebanon Legal frameworks;

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

Draft, update, and submit internal memos to line manager for approval by the Country Director as relevant or requested

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.

Promote collaboration between the different departments of Acted Lebanon to ensure smooth collaboration;

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

Participate actively in weekly department coordination meetings to follow up on action points;

Provide the Compliance department with any documents required for audit purposes in a timely manner, and clarify unclear information.

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.

Ensure awareness & adherence to the Acted HR & Administrative rules and procedures

Acquaint all staff to the Acted global HR Manual and relevant country-level memos & regulations, and ensure their implementation.

Prepare and present Employee Monthly Report to the Finance Team at the end of each month.

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

Prepare tax declaration forms with the Finance Team

Ensure compliance with local labor law regulations on all staff related matters

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

Assist with staff travel arrangements as required through contracted travel agency

Prepare staff recommendations as relevant

Follow up on staff’s contract extension with Country Finance Manager and Country Director

Support in review of medical insurance requests of staff with the medical insurance company and follow-up on related issues

Inform the Country Director in regards to any observed /reported breach of Acted regulations that could lead to disciplinary actions as per Acted HR Manual

Prepare and execute the annual staff vote on following year’s public holidays, and circulate results

Staff Performance and Development

Organize induction briefings for all new staff with all departments;

Plan and launch bi-annual staff appraisals and ensure procedural requirements are fulfilled.

Process and share outcomes with the Country Director.

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

Coordinate with finance department on budget availability for staff psychologist and contractual management

Office Administration

Ensure the office environment is clean and organized

Ensure the office is fully stocked with the necessary materials;

Provide secretarial services including handling correspondence, filing and archiving

Arrange tools for user-friendly, up-to-date and reliable tools to book meeting rooms, track staff presence in the office, recruitment follow-up, etc.

Draft Order Forms to request drinking water for the premises, energy, stationery and cleaning material, staff IDs, stamps and Business Cards

Assist in a preparation of food, beverage and refreshment for meeting, training and workshop

Submit documentation relating to payments to the finance department in a timely manner, including landlords, visa public institutions, and office administration suppliers

Prepare yearly Municipality payments

External administration

Assist in facilitating necessary permits/licences/visas from government institutions

Prepare documentation for local reporting requirements with government

Develop, update in a timely manner and implement general administrative procedures of Acted Lebanon

Attend LHIF HR meetings and participate in the HR Forum on a regular basis when required by the Senior HR & Admin Officer.

Track end dates of premises lease contracts and adequately anticipate on renewals in coordination with Country Director

Draft premises lease contracts and maintenance agreements and amendments, and anticipate on end dates, as necessary for Country Director and lawyer approval

Ensure comprehensive filing, saving and archiving of premises lease contracts

Other:

Perform other related duties as required as assigned by manager

Maintain the confidentiality of internal Acted materials, procedures, and information and only disclose such with the written approval of management.

Job Qualifications:

Education

Preferably Master’s Degree or Bachelor’s Degree in one or more of the following disciplines: Business Administration, Management, Human Resources Management, or relevant studies.

Experience

At least 2 (two) years of proven experience in the area of office administrative processes, procurement and human resources management;

Experience working in the operation department of an NGO and/or private sector.

Required Competencies

Proficient knowledge in: Human resources management;

Work contract management skills;

Proficiency in Microsoft Office Suite;

Managerial Competency;

Ability to facilitate operations;

Good command of oral and written English;

Good communication skills and relationship management skills.

Conscientious, with an excellent sense of judgment

Ability to work under pressure and meet deadlines

Enthusiastic and empathetic

Sensitive and respectful of ethnic and cultural differences

Approachable, trustworthy, and discrete

Willingness to improve own knowledge and skills

Committed to equality and social inclusion