HR and Admin Officer

Job Title:        

HR and Admin Officer

General Expertise:      

Human Resources – Office Administration

Duration: (# of months)

One Year – renewable

Contract Start Date:

May 2024

Contract End Date:

June 2025

Work Location: (city, country)

Beirut, Lebanon

Duty Station: (office)

Beirut

Grade Level: (As per CIL salary scale)

E

Department:

(Program – Support)

Support

Unit: Human Resources

(MEAL – Gender & Protection – HR)

Type of Contract:

☒Full Time   ☐ Part Time    ☐  Revision

Date of Conception

8/1/2020

                      Last Update:                              

4/4/2024

1. Purpose (Please highlight the general functions for which the position is responsible. Why does the position exist and what must it accomplish)

CARE is a leading relief and development non-governmental organization fighting global poverty. Established in 1946, it is now a confederation composed of 14 members and 4 affiliates. In 2016, CARE worked in 84 countries around the world, supporting development and humanitarian aid projects to reach more than 83 million people. While CARE is a large international organization with more than 11,000 employees worldwide, we have a strong local presence: 95% of our staff are nationals of the countries where our programs are run.

This position works in close consultation with the HR and Admin Senior Manager, is responsible for ensuring the timely and correct implementation of HR policies and procedures and provide support in admin functions.    

2. Reporting Lines

(Indicate whom the employee reports to)

HR and Admin Senior Manager

3. Organizational Relationship

(Indicate who the employee guides and supervises)

N/A

4. Specific Duties and Responsibilities

Describe the major responsibilities, principal tasks, competencies and end results for which the position is accountable (limit responsibilities to five). Include WHY it is done and the impact to the organization. List the responsibilities in the order of importance and state the percentage of time the employee spends on each responsibility during a typical year.

For manager positions, please add a responsibility of team management

JOB RESPONSIBILITY 1: HR function (70% of time)

• Support on all stages of the employment life cycle from recruitment, onboarding, learning and development, and separation.
• Consultants: Lead on the contracts and payments of consultants and ensure proper documentation and contracting is in place
• Performance management: Support in the collection of performance appraisals, prepare summary sheets, and support in the yearly training to line managers.
• Learning & Development: track the Individual Development Plans for eligibility. Lead in the preparation, implementation, and tracking of the annual Learning & Development plan.
• Separation: Prepare for employees’ separation, ensure that exit interviews/debriefs are prepared at the end of service, timely payment, and preparation of clearance forms. 
• Issue employment certificates for CIL staff and other certificates needed or requested
• Support in payroll preparation and supporting documentation on a monthly basis ensuring that payroll and other statutory requirements are compliant with MoL, NSSF, and MOF.
• Prepare payments related to NSSF and MOL monthly and quarterly declarations
• Perform clerical functions of scanning of all HR documents with due diligence. This includes employment agreements, vetting, NSSF registration, and similar
• Lead in auditing the HR files
• Ensure the HR files are complete and archived as per CIL standards ensuring confidentiality
• Assist in producing and maintaining HR checklists and trackers
• Collect and review timesheets and ensure timely submission of national and expats
• Timely submission of monthly reports for local and expats, PAR, time sheets, leave tracker, HRMIS, and similar
• Ensure all staff, international and national, always have adequate access to HR/Administrative policies and procedures and have signed PSEA and code of conduct.
• Ensure pertinent organigrams, contact lists, and information flow lines are constantly updated and widely shared.
• Ensure all staff are covered by medical health insurance, main focal point with the service provider, and process staff claims
• Ensure all international staff have valid permits, main focal point with the lawyer
• Deputize for HR and Admin Senior Manager when needed and requested

JOB RESPONSIBILITY 2: Administration function (30% of time)

• Monitor and ensure office maintenance and replenishment of office supplies and stationery
• Ensure a proper archiving of records for administration documents 
• Assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc.).
• Coordinate with logistics and security to ensure office premises and expats accommodation are managed, maintained, and meet assessed required security standards.
• Maintain timely travel arrangements and accommodation of staff
• Monitor the administrative function of visitors; RED and registration forms, coordinating with lawyer and GS for visa issuance, and booking travel and accommodation. Ensure international travel is in compliance with donor requirements
• Review mobile phone policy with IT officer and ensure proper implementation  
• Lead in the review of payment documents including lawyer, medical insurance, accommodation, and travel invoices and prepare relevant reports
• Lead in the review and issuance of expats payments such as school allowance, travel claims, and similar
• Assist with translation of documents from Arabic to English and vice versa

Perform other duties as assigned by the Senior HR and Administration Manager

OTHER RESPONSIBILITIES AS ASSIGNED BY LINE MANAGER

5. Qualifications / special skills or knowledge

(Indicate what expertise and experience, i.e. special skills or knowledge are required / essential to perform the specific tasks and responsibilities stipulated above)

a. Skills & knowledge:

• Experience in Human Resources and Office Administration.
• Extensive experience interacting with and relating to gender professionals and international stakeholders at senior level.
• Team player with strong interpersonal skills, with the ability to build strong internal relationships and networks.
• Motivated self-starter who enjoys working in a collaborative and international environment

b. Experience: Number of months/ years of previous professional experience in a similar position.

Examples: languages; planning; budgeting; word-processing, basic accounting; advanced written communications; presentations; fundraising; training/facilitation, etc.

At least   1-3  years of relevant experience, especially at NGOs, academic organizations, standard-setting bodies, public agencies focused on Human Resources

c. Academic background: ex. high school diploma; college degree (specify major/minor); specialty (ex. Accounting). Include the following phrase when possible: “or equivalent combination of education and work experience.”

Bachelor’s degree in one or several of the following areas: Human Resources, Social Sciences, Business Management or equivalent number of years of experience. Master’s degree preferable

1. Languages: English and/ or Arabic are the working language of CARE International in Lebanon.

1. of other languages is an asset.

6. Other contract elements

• High level of all aspects of managerial experience
• Confidentiality
• Excellent time management skills, ability to organize and prioritize tasks, and meet deadlines
• Sense of diplomacy and negotiation
• Ability to operate effectively in a stressful environment
• Flexible and adaptable 
• Accurate and ability to improve and institutionalize approved financial processes
• Adapt to changing environment
• Excellent interpersonal skills
• Decision-making skills
• Demonstrate fairness, integrity and impartiality
• Diplomacy
• Problem-solving and mediation

PSEA and Save Guarding Child policy

CARE International in Lebanon is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

CARE International in Lebanon and its employees and stakeholders abide by the CARE International Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding Policies.