Human Resources and Administration Assistant
Kindly apply by sending your CV and cover letter to recruitmentlebanon@maginternational.org with the subject title Human Resources and Adminstration Assistant. Incomplete applications (without cover letters) and emails without subject title will be declined.
Applications will be checked on rolling basis and advertisment may end earlier than deadline. Due to the large volume of applicants, we are unable to respond to individual queries. Only shortlisted candidates will be contacted.
As part of MAG’s commitment to safeguarding policy, this post is subject to background checks before an offer of employment is confirmed. All applications will be treated with confidentiality and transparency.
MAG is commited to a principle of equal employment opportunity in all it's recruitments. Any attempts to influence the recruitment process will result in the candidates's disqualification.
Please be aware that MAG does not charge any fees at any stage of the recruitment process.
Reporting to the HR and Admin Manager, the Administration & Human Resources Assistant is tasked with handling the day-to-day administrative & Human Resources functions of HR/ Admin Office to ensure effective and efficient operations, demonstrating good adaptability and flexibility in managing tasks and responding to changing needs.
This role requires flexibility in general and a willingness to work from various locations in addition to the main office in Deir Ez-Zahrani.
Principal Responsibilities
Human Resources responsibilities
1- Assist in preparing, overseeing, and verifying daily staff attendance records and timesheets to ensure accurate completion.
2- Assist with updating and maintaining the leave system and ensure appropriate follow up.
3- Ensure that newly hired employees have provided all the necessary personal information and documents for the HR database and employee file.
4- Ensure that MAG's policies are adhered to.
5- Handle filing and retrieving organizational documents, records, reports, and maintain an office filing system for both internal and external correspondence.
6- Assist with preparing employees contracts as advised by HRAM.
7- Assist with preparing staff Perdiem.
8- Assist in updating employee data base.
9- Draft letters and Memos as requested. Prepare employment letters and other type of letters for employees in coordination with HRAM.
10- Assist in drafting and translating warning letters as requested and record on tracker.
11- Provide support for NSSF record management, family allowances records, school allowance records, and end-of-service benefits
12- Assist in preparing the payroll and prepare the initial necessary data needed like absence days, driving days and family status.
13- Organize induction process for new employees in coordination with the HRAM, follow up with managers and file documents upon completion.
14- Update employee’s training tracking, and ensure filing copies of certificates in employees files.
15- Update accreditations records according to documents received from LMAC and follow up on missing ones.
16- Assist during recruitments as advised by HRAM, (preparing setting and sending invitations).
17- Assist during delivering training for employees on code of conduct, whistle blowing and other HR policies.
18- Follow up on employees’ medical records, reports and invoices needed for the insurance and update medical tracker accordingly in coordination with HRAM.
19- Assist with employee performance appraisal process, collect objectives and update tracker in coordination with HRAM.
20- Follow up on accident/ incident reports and ensure filing signed copies.
21- Regularly exchange information with the direct line manager on completed tasks, ongoing activities, and any issues encountered. Ensure timely communication of relevant information to facilitate efficient coordination.
Administration Responsibilities
1- Ensure the all offices and accommodations are maintained properly.
2- Arrange accommodation and transport to staff and guests.
3- Supervise cleaners and ensure they adhere to the assigned schedule and advise as needed.
4- Manage the cleaning supplies stock and distribution.
5- Greet and assist all visitors to MAG, ensuring they receive the information needed.
6- Regularly update internal administrative documents (telephone directory of staff, service providers, etc.) independently or upon the request of the HRAM.
7- Update employee contact list on monthly basis and as needed.
8- Review monthly SIM invoices on the website, prepare payments, and notify of any exceeded usage.
9- Translate documents and letters as needed and advised by the HR Administration Manager, ensuring accurate and clear communication for non-English-speaking employees.
Safeguarding and Wellbeing
1. Act as safeguarding focal point (check TOR). Answer employees’ inquiries and report to SG Lead accordingly.
2. Provide and assist with delivering SG trainings to new staff and refreshers on yearly basis.
3. Assist during investigations by note taking and obtaining NDA’s.
4. Act as role model by consistently demonstrating appropriate behavior and conduct.
5. Assist in organizing wellness activities, supporting work-life balance policies, and facilitating access to mental health resources and employee assistance programs.
6. Assist during staff assemblies by translating for non-English-speaking employees and help with translating associated documents and meeting minutes.
Essential Requirements:
1- Bachelor’s degree or equivalent in human resource management, business administration or social studies degree or equivalent experience.
2- One to two years’ experience in the HR field and/ or HR Internship (preferable with INGO’s)
3- Commitment and willingness to work in a challenging environment
4- Good interpersonal skills, effective written and verbal communication, assertive, and have attention to details.
5- Good organizational and time management skills; ability to thrive in fast-paced environments and manage tight deadlines.
6- Honest and trust worthy: High level of accountability over work; ability to maintain confidentiality
7- Act as a role model for staff and ability to represent MAG professionally.
8- Capable of adjusting to changing circumstances and adapting to new situations effectively
9- Exhibit a proactive enthusiasm for acquiring new processes, and actively contribute by suggesting innovative methods to optimize and maintain seamless back-office operations.
10- Excellent English Language (Spoken and written)
11- Excellent IT skills including use of MS Office and ability to use the Arabic keyboard efficiently.
GENERAL
All MAG staff is expected to undertake the following general duties:
Work towards achieving departmental business plan objectives.
Work within the framework of MAG’s core values, promoting its ethos and mission statement.
Work as part of a team and liaise with other departments to ensure effective communications across the organization.
Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
Ensure confidentiality of information as required by MAG policies and procedures.
Undertake any other duties appropriate to the post as may be required.
Aware of gender mainstreaming and ready to participate in gender awareness courses/training
Able to work in a mixed team.
Undertake and apply learning from appropriate training and development programmes.
Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.
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
- Nabatiyeh
- Nabatiyeh
- Deir Ez Zahrani