HR & Administrative Assistant

SCOPE OF WORK

ICMC is seeking an experienced and detail-oriented individual who will support management and perform a wide range of tasks related to employee and office management issues within the organization. The Human Resources (HR) and Administrative Assistant will handle sensitive employee, beneficiary and organization information, requiring the individual to maintain a high level of professionalism and confidentiality. The person in this position will be under direct supervision of Head of Office and will also work closely with the HR, Finance and Admin Team in Turkey and ensure compliance with internal, donor and Government regulations.

The management is focused on data security and confidentiality for all sensitive data kept in the office and will be going through a process of official certification and the incumbent is expected to be a critical member of this process. The HR & Administrative Assistant will also organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety.

RESPONSIBILITIES

Human Resources

• Support arrangements in the recruitment process – including the collection of CVs, screening applicants, scheduling interviews, and communication with applicants.
• Facilitate the orientation process for all new staff to ensure employees gain an understanding of ICMC’s goals, policies and procedures.
• Prepare and continually maintain employee files, ensuring accuracy, completeness, compliance and confidentiality.
• Ensure that employee timesheets, leave requests, sick leave, and performance appraisal forms are prepared on time and all employee records are properly kept and up to date;
• Ensure that all employee training records are maintained and filed.
• Ensure all HR Admin weekly, monthly and ad hoc reports are prepared and consolidated for management use as appropriate.
• Other related HR activities as necessary and as instructed by the Head of Office.

Admin/Finance

• Ensure compliance with all Internal, donor policies, rules and guidelines about finance and administrative procedures.
• Liaise with vendors, including cleaning, transport and security services.
• Ensure that required security controls and all legal requirements are updated, in place and implemented.
• Keep track of important office documentation and accounts - Inventory records, finance folders, stock supplies, contracts, and schedule of payments.
• Prepare a monthly finance folder and closely work with the designated external accountant on all finance related issues.
• Support all administrative activities such as maintenance, printing, procurement of supplies, equipment.
• Prepare staff salaries and other payments.
• Ensure timely and accurate recording of petty cash transactions.
• Liaise with local authorities as required - including the municipality, NSSF, MoF, GSO and  LibanPost.
• Assist with the ISO Certification process and ensure that standards are maintained after certification.
• Other related Admin/Finance activities as necessary and as instructed by the Head of Office.

REQUIREMENTS

• Conducting work with the highest level of personal and professional integrity. Must comply with and actively promote ICMC's zero tolerance policy with regard to sexual exploitation and abuse, harassment, abuse of power, fraud and corruption in all of its activities and responsibilities.
• Minimum three years relevant work experience in a similar capacity preferably in NGO sector; / or  proven work experience as an HR administrative assistant or HR administrator.
• Bachelor’s Degree in a related field.
• Written and verbal proficiency in Arabic and English language.
• Familiarity with labor law and social security systems.
• Strong inter-personal and communications skills in relating to all staff.
• Knowledge of international data security requirements.
• Ability to work independently and part of a team when necessary.
• Proficiency in using MS Office applications.
• Attention to detail.
• Ability to effectively organize and prioritize tasks in order to complete assignments on time.
• Flexibility under pressure and in response to changing needs.
• Experience of working in a multicultural environment is an advantage.
• Hands-on experience with ISO Certification or Data Protection processes is an asset.
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HOW TO APPLY

Interested candidates should submit a detailed CV of maximum four pages in English, a motivation letter and two professional references with full and up to date contact details via email, to:

[[email protected]]

The Vacancy Notice number [LE-20-RE-02] and the applicant’s full name must be quoted in the email subject line.

Referees may be contacted prior to the interviewing stage.

The closing date for receipt of applications is [01 June 2020].

Applications will be evaluated upon reception and interviews with shortlisted candidates may be conducted before the closing date. Referees may be contacted prior to the interviewing stage.

Owing to the volume of applications, ICMC regrets that only applicants short-listed for an interview will be notified.

Please note that applications received after the deadline will not be accepted.

ICMC is committed to a Zero-Tolerance Policy toward sexual exploitation, abuses and all forms of unlawful harassment, including but not limited to sexual harassment. Screening of applications includes the vetting for records of prior misconduct and reference checking. ICMC may take other necessary measures to ensure that people involved in substantiated cases of sexual exploitation, abuse and harassment will not be recruited. 

ICMC is committed to equal employment opportunities for all applicants. ICMC does not discriminate on the basis of race, gender, color, national origin, religion, physical or mental ability, marital status and age.

DATA PROTECTION

By submitting an application, you agree that ICMC collects and manages the information that you provide. Your personal information will be used for recruitment purposes only. Your application will be treated with strict confidentiality.