HR and Admin Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

DRC has been responding to various humanitarian crises in Lebanon since 2004, working with Palestinian, Iraqi and Syrian refugees. DRC received registration from the Ministry of Interior in 2011, and since then has focused primarily on responding to the Syrian refugee crisis in Lebanon and the resulting impact on Lebanese host community. DRC Lebanon’s focus is to ensure that we are able to respond to critical emerging humanitarian needs whilst improve the living conditions of displacement-affected populations and contribute to the achievement of durable solutions. With an annual portfolio of $10million, and with approximately 180+ staff, DRC is focusing its response in protection and economic recovery sector in Bekka, North Lebanon and Beirut. DRC is also contributing to the evidence base and coordination structures in country through our Evidence Generation and RIMS teams.

About the job

The HR and Admin Assistant is responsible for performing general Human Resources and Administration functions, playing a key role in the overall HR functions including, contracts preparations, staff leaves/attendance, visas and work permits, lease agreements, This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

Your main duties and responsibilities will be:

Responsibilities:

Administrative Tasks:

• Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed.
• Manage all contract arrangements with lessors and ensure that contractual obligations are adhered to.
• Lease new offices and houses by selecting suitable locations and preparing contracts with close collaboration with security focal points.
• Ensuring that stationery and other office materials are stocked and made efficient use of and where/when required, ensure GHs materials are maintained.
• Close collaboration with the telecommunication companies’ representatives for any clarifications regarding phone contracts and bills, number transfers in new sim cards, and PUK code requests.
• Monthly checking of the mobile phone bills for any excess in the standard cost and sending informative emails to the respective employees.
• Prepare payment requests and follow up on invoices for legal services and communication services.

Information Management:

• Receives and sends official correspondence and maintains a record of it.
• Preparing correspondence, documentation, or presentation materials, this includes updating the staff directory
• Performs administrative and archiving tasks according to DRC guidelines.
• Maintain printed archive of important communications and contracts.

Travel administration:

• Responsible for preparing and submitting timely visit visas, work visas, work permits, and residency permits.
• Arrange travel and accommodations for visitors and staff as and when required
• Prepare payment and follow up on invoices for training venues.

Maintenance Tasks:

• keep track of keys, IDs, and other administrative equipment distributed to staff, records should be established and signed by each staff member
• Manage all contract arrangements with lessors and ensure that contractual obligations are adhered to and payments are tracked and made on a timely basis
• Day-to-day supervision of the office cleaners.
• Oversee all repairs and ensure that work is completed on time.
• Perform other administrative tasks within the Admin scope of activities, as instructed by management.
• Deal with all administrative aspects of general office and housing, including necessary repairs & maintenance, which are completed promptly, in coordination with the SC Dep.
• Monitor stationary inventory and place orders when necessary

HR Tasks:

• Assist in the Recruitment Process when needed
• Prepare DRC contract/Addendum for Country Office
• Register and cancel DRC staff in the social security and insurance
• Processing documentation for family enrollment in NSSF, family allowance, and schooling allowances.
• Prepare ID cards for all staff members.
• Track the attendance of staff members in the Beirut office.
• Update Organigram on monthly basis
• Filing of all document for staff and scanning on the electronic filling

About you

• At least one year of professional experience in a similar position, relevant NGO experience is preferable.
• Knowledge of travel procedures and premise management
• Good computer skills (MS Word and MS Excel)
• Able to work under pressure and flexibly within a team
• Excellent organizational and problem-solving skills; with attention to detail
• Excellent interpersonal, negotiation, and communication skills

Moreover, we also expect the following:

• Bachelor degree in a relevant subject; preferably business administration

• Fluency in English and Arabic are required

  In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.

• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

• Contract length: 31st of December 2023
• Band: I
• Duty Station: Beirut
• Start date: June 2023

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Nationals. For questions regarding the vacancy please contact lbn-jobs@drc.ngo

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. A****pplications sent by email will not be considered.

Closing date for applications: 6th of June 2023

For further information about the Danish Refugee Council, please consult our website drc.ngo.