Human Resources and Administration Officer

Requires a Cover Letter?: 
yes
Application Submissions Guideline: 

Kindly submit updated CV plus cover letter to [email protected] with the subject title HR and Administartaion Officer. Emails without subjects will be declined. Only shortlisted employees will be contacted.

Contact Person Position: 
HR and Administration Manager
Contact Person Email: 
Description: 

The HR and Administrative Officer undertakes delivery and improvement in administrative support and office services including space management, transport services, equipment, conference and travel arrangements, mail and delivery services, and bill payments of utilities.This role also will support the department by ensuring smooth operations and administration of day to day business of the HR procedures. 

Administrative Duties      

  1.  Maintain a safe and secure work environment and ensure that the offices and guesthouses environment is kept clean and breakages repaired/ replaced.
  2. Managing the relationship with the office and guesthouse owners to ensure the high quality of services.
  3. Maintenance of files and records relevant to office and guesthouse rent/lease.
  4. Provision of support to maintenance of common premises and common services.
  5. Coordinating meeting rooms capacity, scheduling meetings, and providing support when necessary (meeting rooms equipment).
  6. Administrative support to conferences, workshops.
  7. Organizing and managing the stationery, cleaning supplies, tea/coffee storage closet and kitchens.
  8. Ensuring maintenance of the offices and guesthouse furniture including desks, chairs, cabinets, beds, wardrobe, etc.
  9. Coordinating domestic and international travel arrangements for staff and visitors, processing Travel Claims and arranging tickets, visas, hotels and revisions as required
  10. Provide translation services (both written and oral) as required.
  11. Prepare letters that needed to be send to LMAC, RMAC.
  12. Follow up and distribute the mobile allowance according to MAG Policy.
  13. Supervise the housekeeping staff.
  14. Regularly update internal administrative documents (telephone directory of staff, service providers, etc.) independently or upon the request of the HR/ Admin Manager

 

Human Resources Duties

  1. Supports HR/ Admin Manager in recruitment process
  2. Assist the recruitment and selection process for all national staff including:
  • Liaising with managers to identify requirements;
  • Drafting adverts and identifying appropriate media opportunities;
  • Ensuring correspondence with all candidates is completed;
  • Ensuring that appointment letters and contracts are accurate, legally compliant and reflect the operational needs of MAG;
  • Coordinating timely and accurate correspondence with successful candidates, appropriate HQ staff and field programme management to ensure speedy deployment (appointment letters, contracts, medicals, references, induction etc.)
  1. Ensure that pre-employment checks are completed and that all necessary paperwork is received from new staff.
  2. Organize induction for all new staff in line with MAG policy in coordination with the HR/ Admin Manager.
  3. Monitor daily attendance and all types of leaves and update HR/ Admin Manager.
  4. Prepare employees contracts and amendments as advised by HR/ Admin Manager.
  5. Handle all employees’ admissions and discharges according to MAG policies and LLL requirements
  6. Maintain employees’ files and archive
  7. Prepare all primary information for monthly payroll
  8. Follow up NSSF family allowance, end of service benefits, school allowance,
  9. Collect all necessary documents from employees for scholarships, NSSF and MOF.
  10. Update and maintain the “active list” of all individuals potentially available to work for MAG.
  11. Maintain personnel records including absence and holidays and ensure that copies of relevant correspondence are kept on individual personnel files.
  12. Update and maintain the leave system and ensure appropriate follow up.
  13. Draft letters for employees, including probation, salary review, programme move and leaver letters.
  14. Provide administrative assistance in the organisation of training including the maintenance of accurate records as required.
  15. Responsible for the collection of all staff information related to timesheets and leave.
  16. Responsible for the collection and archiving of all documents identified in the Employee File Contents list. 
  17. Maintain the Employee Information Database with correct and up to date information.
  18. Maintain and update the employee’s training tracking form and records.
  19. Provide clear information, feedback and support to the HR Manager, raising issues as needed and working together to promote a strong team. 
  20. Ensure clear positive communication with all members of the HR Department and the Organization.
  21. Write and circulate MEMOS as directed by the HR/ Admin Manager.
  22. Prepare warnings as per MAG’s disciplinary procedure.

 

Essential Requirements

  1. Have three years’ experience in the HR field.
  2. Have experience in handling NSSF and payroll matters.
  3. Honest and trust worthy
  4. Multitasking abilities
  5. Have good communication skills and organizational skills
  6. Ability to work under pressure and tolerate short deadlines
  7. Ability to represent the HR/ Admin Department and MAG professionally.
  8. Flexible and adaptable
  9. Very Good English Language (Spoken and written)
  10. Very Good in excel and PowerPoint.
  11. Ability to use the Arabic keyboard efficiently.

 

Expired
Last modified: 
04 Sep, 2020
Intervention Sector(s):
Mines/UXO Clearance
Application Deadline:
Sunday, 20 September 2020
Contract Type:
Full Time
Period of Employment:
September 2020 until December 31, 2020, renewable according to funds.
Salary
N/A
Salary Range:
800 to 1200 (USD)
Education Degree:
Bachelor Degree
Education Degree Details:
Bachelor degree in HR or Finance or any related field plus relevant experience
Experience Requirements:
2 to 3 years
Arabic Language:
Very Good
English Language:
Excellent
French Language:
None
Country/City: 
  • Lebanon
  • Nabatiyeh