HR & Admin Officer

Tasks include but are not limited to:

A- Human Resources (60%)

'- Focal point for all HR-administration related inquiries of staff (procedures, etc.)
- Responsible for the administration of local personnel (recruitments, contracts, terms of reference, work time/absence control, social security, income taxes on salaries and wages, health insurance, salaries and allowances, reporting mutations incl. liaising with local personnel section in Berne) 
- Provide adequate support and HR assistance for the administrative team in the Zahle Project office. 
- Support in developing employees’ documents and checklists
- Check time sheets and liaise with the service provider for system functionality
- Prepare the monthly payroll  and liaise with Finance Officers
- Responsible for the filing and maintenance of staff files for both, electronic and in paper copies
- Coordinate the arrival and introduction of new staff with the supervisor of the new team member
- Train staff in the proper use and understanding of staff rules&regulations, inform supervisor of deviations or defiance thereof
- Seek information and inform supervisor about changes and developments in the local labour law, liaising with local lawyer in this regard
- Assist in the continued updating of the local Staff Manual of the Swiss Embassy in consultation with CFPA
- Assist in introducing new employees to all relevant HR instructions and HR procedures
- Update staff on changes in HR procedures and HR instructions (local and HQ)
- Liaise with the Social Security Office
- Liaise with the Ministry of Finance for income taxes on salaries and wages declaration
- Check travel claims of local staff and transferable expates according to FDFA rules and regulations in line with the office manual (OM).
- Inquire about insurance possibilities that are equal or similar to KUM

B- Administrative Tasks (30%)

'- Responsibility of petty cash for the Embassy in USD and LBP and reporting, in particular:
     Cash Withdrawals at local bank
     Cash reimbursements and payments of allowances to local and international staff
     Controls and Management of cash account (cash book, cash box, payment 
        receipts and supporting documents, liquidity control, regular reconciliations
     Execution of payments within the authorized approval limits (OM) and acc. to 
        tendering/procurement procedures including social security (CNSS, income taxes on         salaries and wages, bank pmts, bills)
- Prepares VAT-claims and is the liason person of the Swiss Embassy and the VAT department of the ministry of finance
- Provides the necessary documents for the monthly ICS in cooperation with the respective colleagues
- Monitoring of private reimb. of courier and phone costs from expatriates in collaboration with the responsible person

C- Other Administrative Taks: (10%)

'- Assist and support supervisor in administrative tasks upon request (logistics, tendering) 
- Taking of minutes of staff meetings
- Monitor permanently media coverage and social media communication (e.g Twitter, Instagram, Facebook) of the main politically exposed persons and agents forming part of the contact network in the defined thematic fields of responsibility. Transmit relevant information from these sources actively and without delay to concerned Embassy staff including the Head of Mission.