Admin/HR Assistant - Partnership Program

Organization:

CARE International in Lebanon

Department/Division:

Support

Unit:

Admin

Last Update:

11 of October 2018

Category:

Assistant – National

Work Location:

Beirut

Supervisor:

Program Support Coordinator

Posting Restrictions

None

Job Summary:

We are looking for a responsible Admin./HR Assistant to perform a variety of administrative, HR, logistics and other clerical tasks. Duties include providing support to our managers and employees, assisting in daily office needs and managing our organization’s general administrative activities.

Admin./HR Assistant responsibilities include making travel and meeting arrangements, transcribing minutes and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel

Ultimately, a successful Admin./HR Assistant should ensure the efficient and smooth day-to-day operation of our office

Supervisees :

None

Working Travel:

The position will be based in Beirut, with potential travel to Amman.

Salary:

Based on Salary Scale

Employment Start Date:

15^th of Nov 2018

Duration of Contract:

12 months, renewable depending on funding

Contract Type:

Fixed term

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

Any extension of this contract is dependent on performance review.

Education & Certification:

BA in Business Administration

Minimum Education Level:

Bachelor degree – Fresh Graduate

Proven Experience:

• No past experience is required for this position. However, proven university part-time administrative work is highly preferable.

IT / Software / Technical Skills:

Good MS Office skills, strong internet research skills

Language Skills:

Language                Speaking                                Reading                  Writing

Arabic                     Fluent/Mother tongue               Professional           Professional

English                    Professional                             Professional           Professional

Competencies

Competencies

• Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
• Commitment to Service – this competency is woven throughout all aspects of the employee’s performance.
• Excellence - Setting high standards of performance for self and/or others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed; ensuring interactions and transactions are ethical and convey integrity.
• Diversity - Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.
• Facilitating Change
• Building Relations across Work Units
• Planning and Organizing
• Innovation
• Strong numerical and analytical skills
• Excellent organizational and time management abilities
• Strong interpersonal and communication skills including formal business communication both verbally and in writing

Detailed Responsibilities & Tasks

Job Responsibility #1: Admin. & Logistics:

• Arrange for staff and visitors visas, flight bookings, transport and accommodations
• Identify needs in stationery and office supplies in consultation with the staff. Establish a follow-up procedure for the stationary store. Undertake purchases and storage of supplies according to the planned budget, to CARE procedures.
• Oversee the furnishings of premises and supervise maintenance and repairs of premises.
• Supporting the staff in arranging meetings, presentations, seminars & trainings and transcribing minutes of meetings
• Maintaining inventory of office equipment, furniture and fittings
• Ensure the follow-up of due date renewal base contracts (rent, Gas, electricity, etc…)
• Ensure that utility bills (e.g. electricity, water, phone) are paid on time
• Support the PS coordinator during the Administrative and logistic briefing / debriefing to the new staff.
• File logistic & administrative documents according to procedures
• Support PS coordinator in the Management of the IT Network: Organize the installation and maintenance of computing hardware and software (computers, printers, scanners, photocopiers, Network systems).

Job Responsibility #2:  HR  

• Support the recruitment processes including, placing adverts, dealing with responses and correspondence; facilitating the interviewing process, as required.
• Promptly takes up reference checks, initiates pre-employment medical processes, obtains results and advises the respective managers.
• Ensures that all documentation kept in personnel files (paper and electronic) is maintained and archived in a consistent and confidential manner.
• Manages staff holidays, sickness absences, and any other attendance related issues.
• Ensures that Exit Processes are done for staff leaving the programme (exit documents, exit interviews, etc); that all assets and/or documents are retrieved, and personal files closed.
• Provides day-to-day advice to the Units teams, on the implementation of HR policies and procedures to ensure compliance and consistency.

Provide cover for other posts when needed and carry out any other responsibilities as requested by the PS coordinator