Human Resources and Admin Officer

Job Summary

The purpose of the Human Resources and Admin Officer position is the day-to-day implementation of all Human Resources-related responsibilities. The position holder will be implementing various matters related to talent acquisition, performance management, duty of care and operational HR activities in the office. The duties will also encompass proper implementation and reinforcement on Mada’s Ethics Code, Protection from Sexual Exploitation and Abuse (PSEA) and Safeguarding Policy, Employee Handbook, among other policies. The position holder will be responsible to ensure all staff work in line with Mada’s values and international humanitarian principles.

The position reports directly to the Deputy Executive Director, with matrix management of the Admin and Finance Manager. He/she is based in the Beirut office, with on average, one weekly visit to the North Office, as required.

Main Tasks and Responsibilities

1. Recruitments

• Ensure that the recruitment policy and guidelines are being implemented and respected;
• Lead on a transparent recruitment processes of both staff and consultants, and support the recruiting managers in all the steps, ensuring procedures and followed and all the supporting documentation is available;
• Ensure that the documents related to recruitment are regularly shared (i.e. job announcements, recruitment follow up, etc.);  
• Draft, review and validate employment contracts and amendments in coordination with relevant team members.
• Send offers to staff/consultants, and lead on negotiations in coordination with line manager.
• Conduct periodic assessment of the efficiency and effectiveness of the recruitment processes through data analysis, score cards, key performance indicators, etc., and look into potential improvements.

1. Staff Integration, Onboarding and Team Management

• Ensure that the integration process is well prepared and implemented;
• Provide refresh sessions on (Mada’s mission, vision, values, programs, for the orientation on introduction session for new employee, etc.) HR policies, procedures/tools and international policies for new joiners and when deemed necessary;
• Follow up on the contract/agreement ending dates as per financial coverage of staff, and notify the line manager ahead of time.
• Provide line managers and staff with advice and technical expertise on recruitment, performance management, conflict resolution and duty of care principals.
• Maintain a positive work environment and support line managers in conflict resolution;
• Provide support and input to line managers regarding employee relation issues and take part in corrective actions;
• Assist in follow-up and handling of complaints, disputes and grievances of employees.
• Handle employee inquiries and provide HR-related support.
• Lead on disciplinary measures in coordination with line mangers and the Deputy Executive Director, based on legal and internal procedures.

1. Payroll Management and Staff Benefits

• Validate salaries, per-diems, end of accounts and exceptional payments in coordination with the Finance and Admin Manager.
• Support the Finance and Admin Manager in the finalization and declaration of the monthly payroll;
• Lead on the processes of employees’ benefits (health insurance policies, staff care, etc.).

1. Compliance

• Be aware and up-to-date of the country legislations and relevant decrees;
• Ensure that all personnel are declared and registered with relevant authorities (i.e. NSSF, MOF, etc.);
• Receive and transfer files and request(s) of personnel to relevant parties;
• Monitor social/legal issues and archive updates where necessary;
• Archive necessary documents as per procedures and keep track of validity dates;
• Ensure compliance with local laws, internal regulations and donors’ requirements;
• Ensure that hard and electronic HR files for personnel are created, updated, archived and managed in compliance with internal and donors’ requirements;
• Ensure availability of all required personal and contractual documents in concerned files;
• Ensure the archival of attendance tool(s) (i.e. attendance sheets, leave requests, etc.);
• Be responsible for uploading the electronic copies of HR files;
• Receive and ensure archival of all training documents (i.e. training requests, certificates, materials, etc.);
• Archive legal documents in personnel files and update relevant tools and systems accordingly.

1. Staff Development and Evaluations 

• Contribute to the development and implementation of training and development policy and procedures; and roll out career development plans for employees;
• Ensure all line managers conduct the probation reviews and yearly evaluations of their staff and that all proper documentation is filled;
• Ensure the filing of all documentation related to reviews and evaluations;
• Send reminders to all staff to conduct reviews and evaluations and follow-up on the process;
• Compile and review the identified training needs across the teams;
• Identify training and staff development opportunities based on needs and budgets and propose them to line managers;
• Be the focal point for the communication and organization of external/collective trainings and team building days;
• Coordinate the implementation of internal trainings when needed and possible;

1. Support in Department Development

• Support in developing HR action plans, objectives and systems;
• Contribute to the optimization of HR and payroll tools and procedures;
• Take part in the revision of job descriptions.

1. Other Tasks

• Act as main focal point with the medical insurance provider and respond to staff requests on insurance-related matters;
• Send the official holidays lists to staff and remind staff of official holidays in advance;
• Inform staff of changes in working hours, schedules, etc. in coordination with the Deputy Executive Director, especially in cases related to the security situation;
• Raise any issues related to staff conduct to the Deputy Executive Director.
• Conduct exit interviews and manage the offboarding process.

Minimum Qualification and Experience

• Bachelor degree in Human Resources, Business Administration, or any other related field
• 2 - 3 years of experience in the Human Resources function within related matters in recruitment, personnel management and operational activities
• Previous experience from working in complex and volatile contexts
• Fluency in both English and Arabic, written and spoken 
• Planning and delivering results 
• Communicating with impact and respect
• Working with people
• Coping with change