HR Assistant - Hamra - 100% Activity Rate

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international medical humanitarian organization created by doctors and journalists in 1971. Today, MSF provides independent, impartial assistance in more than 60 countries to people whose survival is threatened by violence, neglect, or catastrophe, primarily due to armed conflict, epidemics, malnutrition, and exclusion from health care or natural disasters. MSF in Lebanon currently has 2 projects mainly on primary health care and mental health, in Nabatiyeh and the Bekaa valley.

MSF is committed to achieving diversity, equity, and inclusion within its workforce irrespective of gender, nationality, disability, sexual orientation, culture, religious and ethnic backgrounds. All job applications will be treated in strictest confidence.

• Starting date: ASAP
• Type of contract: 12 months, fixed-term contract, 100% Activity rate, renewable. Updated competitive salary package with benefits including allowances, medical coverage, and paid leave.
• Place of work: Hamra, Beirut, Lebanon.
• Salary: LBP 135 460 577

Scope of responsibility:

Execute administrative tasks and where applicable do follow-up of project accountancy, according to Deputy HR Coordinator. Project Fin/HR Manager/Personnel Administration Manager indications and Mé-decins Sans Frontières - MSF procedures, in order to ensure legal compliance and oversee monetary and human resources

Accountabilities:

• Execute administrative and legal related tasks, under supervision of the Personnel Administration Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability, if applicable
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labor and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up to date in order to facilitate HR processes management.
• Update Social security Tax office employee files in order to meet legal requirements and duties, and prepare all correspondence with local authorities (i.e. tax offices, ministry of labor)
• Draw-up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF’s interests.
• Monitors paid and unpaid leaves and is point of contact for information of staff with Homere.
• Follow up all expiring rental contract dates and inform the Project Fin/HR manager/Personnel Administration manager in order to leave enough time to arrange a renewal or look for some other alternative, if applicable
• Assist the Finance Department/Project Fin/HR manager/Personnel Administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the Project Fin/HR manager/Personnel Administration manager of any sort of disparity, if applicable.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation, if applicable.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Project Fin/HR manager/Personnel Administration manager, if applicable.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Project Fin/HR manager/Personnel Administration manager and/or the Accounting Manager (ACMA), if applicable.
• Support the Personnel Administration manager in translating documents into local language. Assists the Personnel Administration manager in meetings upon request.

Specific activities:

• Perform administrative tasks related to the National Social Security Fund – NSSF (employee registration form, employee termination form, calculations of the end of service indemnities).
• Prepare the payroll of the coordination by collecting the variable pay slip elements (Attendance sheet, leave request, Homere encoding, etc.)
• Prepare the transfer sheet and send it to the finance department as per the admin calendar deadline.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary to ensure local labor and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up to date to facilitate HR process management to ensure accuracy and compliance with local laws.
• Draw up the final pay slip and employment certificate at the end of a contract to meet legal requirements while defending MSF’s interests.
• Being responsible for the filing of mission administrative documents according to MSF standards and local legislation.
• Prepare the coordination HR report and update the mission contact list and the organizational charts on monthly basis.
• Perform administrative mission insurance-related tasks (Addition, deletions, bills reconciliation, etc.)
• In conjunction with headquarters, follow-up on plane tickets and associated required processes for the arrival and departure of international staff to and from the country.
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, airline companies…).
• Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, debriefing, financial matters, and lodging).
• Overseeing the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, food).
• Managing the cleaner’s team.
• Preparing End of mission and coordinating the entire process between expat, coordination, and HQ.
• Preparing Addendums (mission extensions or reductions) as per HRCO’s request.
• Requesting documents needed for visa preparation upon receiving mission confirmation from HQ – Visa unit.
• Coordinating, Communicating, and Informing HQ – FAR, about all related visa requirements.
• Following up, receiving, securing signatures, encoding, filing, and preparing the annual report for Expats’ leaves.
• Reviewing hotels, taxis, insurance, and flight tickets invoices for conformity with validated amounts before handing them to the Finance department.
• Processing the admin department “supply Internal request(s)” after HR Coordinator’s validation.
• Preparing the expat follow-up sheet on monthly basis.
• Enter data into the HR database and personal files and keep them up to date to facilitate HR process management as training certificates, evaluations, objectives. Etc
• Coordinating the movements of staff attending local or international training and supports in related administrative formalities (visas, tickets, per diems. Etc.)

Requirements:

Education

• Essential: bachelor’s degree in business or administration or any other related major

Experience

• Essential: at least 2 years of previous work experience.
• Desirable: Previous experience in MSF or other (I)NGOs.
• Desirable: knowledge of the NSSF forms and procedures

Languages                      

• Essential: Full professional proficiency of the English and Arabic languages.
• Desirable: Elementary to limited professional proficiency of the French language.

Knowledge

• Essential: Advanced computer literacy in using MS-office applications (including but not limited to Word, Excel, PowerPoint, Outlook, …)

Competencies

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3