HR and Admin Assistant

• Assist in the administrative follow up of the human resources.

Main responsibilities and activities of the Human Resources and Admin Assistant can change according to the organization of the work and to the composition of the team.

1. National Human Resources management:

• Participate in the recruitment process by advertising position / screening CVs / arranging tests and interviews / references / offers and rejections.
• Follow up and Update all employee’s files and ensure that they are published on the SharePoint.
• Prepare new comers needed documents for signature.
• Register new employee to NSSF and MOF.
• Collect and follow up on New employee’s papers and needed documents.
• Make sure the employees’ files are up to date and on line with MdM guidelines. 
• Ensure confidentiality during archiving, monitoring and scanning of individual personal files (National and International staff) and deliver all documents related to the professional life.
• Print salary slips and ensure they are signed by the employees and properly archived.
• update the attendance tracker, prepare a monthly report on holidays / compensation and share the leaves follow up table with the HR supervisor.
• Collect and archive the attendance sheets.
• Visit MdM offices (Bekaa and North Lebanon) for data collection and post HR memos.
• Prepare work certificates for employees.
• Request MdM ID card for new comers.
• Assist the HR supervisor in paying salaries.
• Assist the HR supervisor in preparing employment contracts.
• Assist the HR supervisor to follow up on legal requirements regarding employment (social security, income tax if any, work permits, residency, employment contracts etc.).
• Assist the HR Supervisor in the acquisition of the required visas, work and residency permits.
• Provide support towards implementing staff meetings, trainings and team building events.
• Update contact list and share it with the HR supervisor.
• Check and update of health insurances and NSSF for staff.
• Collect employee signature on monthly basis.
• Prepare emailing guidelines for staff and managers.
• Prepare the Daily workers Time sheet and Payment.
• Answer the MDM landline phone and forward it to the right person.
• Welcoming MDM visitors.

1. International staff management:

• Perform check-list for expatriate at their arrival and departure.
• Prepares the advances on salaries for international staff.
• Update the allowances follow up and make sure allowances are paid on monthly basis
• Makes sure the security envelope is given back by expatriates before they leave the mission.
• Ensure the acquisition of the required visas, work and residency permits in link with the broker.

1. Coordination:

• Assist in the elaboration of internal communication materials

1. Other:

• Some travels to the field will be required (North and Bekaa)
• Assume part of the responsibilities and tasks during the absence of a team member.
• Translate verbally and in writing when necessary.
• Perform any other additional duty on request of his/her supervisor.
• Respect MdM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers.
• Report Minutes of Meeting when attending office meetings.
• Behave with self-restraint at all times and respect the dignity of the beneficiaries.
• Believe in concepts of equity, human rights, neutrality and impartiality.
• Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.
• Respect each team member’s position, work and specialty.
• Adapt to special situations or demands from supervisor.

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  Requested Competence/Skills/Profile

   

   

• University degree (BA) in human resources, finance, economics, business and administration or other relevant field. Master will be valued.
• 1 to 2 years of experience minimum in accounting, financial and human resources/administration experience.
• Experience in NGO will be valued.
• Good computer skills on MS Office programs, especially in MS Excel.
• Rigor.
• Ability to act as part of a multi-cultural and multi-disciplinary team.
• Ability to organize and prioritize workload, using initiative when appropriate.
• Ability to cope with stress; work under pressure often to strict deadlines.
• Flexibility, adaptability, and patience.
• Analytical and problem solving skills.
• Proficient spoken and written English and Arabic.