HR & Admin Assistant
Applications should be submitted through this Link and should include:
Detailed CV with at least two References, and
Cover letter (max 1 page)
For any question/Clarification, please contact us via email: lebanon.jobs@acted.org.
The deadline for submission is 24 January,2025 . Any incomplete submissions will be disregarded.
“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign ACTED’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.”
OBJECTIVES
- Follow up on administrative activities.
- Ensure landlords are paid on time.
- Ensure administrative items are purchased on time.
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 the NSSF registration/termination forms and documents of all employees, and NSSF family declarations of employees.
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
Support in review of medical insurance requests of staff with the medical insurance company and follow-up on related issues
Staff Performance and Development
Organize induction briefings for all new staff with all departments;
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
External administration
Assist in facilitating necessary permits/licences/visas from government institutions
Prepare documentation for local reporting requirements with government
Support in Drafting 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 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, 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
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
- Lebanon
- Beirut