Admin and HR Coordinator

Beyrouth, Liban

CONTEXT

IECD (Institut Européen de Coopération et de Développement) is an international solidaritynon-governmental organization founded in 1988, operating in the field of social and economic development in partnership with local institutions. IECD’s main sectors of action are vocational training and professional integration, assistance to micro and small enterprises and access to education and health for the most vulnerable. In Lebanon, IECD has been operating since 1989, and has been leading projects throughout the whole country.

Semeurs d’Avenir (SDA) is a Lebanese association, created in 2010, registered under the number 1905. It is the operational partner of IECD in Lebanon.

Semeurs D’avenir follows zero tolerance policy for fraud, bribery, corruption, and conflict of interest. Semeurs D’avenir owes it to the communities to condemn fraud, bribery, corruption, and conflict of interest, therefore for any complaints on these matters an email can be sent to: [email protected]

SDA has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility, and all staff are required to adhere to the Code of Conduct, always (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training.

IECD and semeurs d’avenir wish to recruit an Admin and HR coordinator to support the HR and Admin Department.

Mission

Under the supervision of the HR and Admin Manager, the Admin and HR coordinator will be responsible of the following:

Administrative support

• Prepare all needed documents related to work errands as requested for the post office, bank, National Social Security, General Security, Ministry of Finance, Suppliers and IECD & SDA Collaborators.
• Follow up with the admin assistant on the completion of every procedure related to the errands mentioned above.
• Maintain office filing and storage systems.
• Keep and update office equipment’s inventory list.
• Prepare files for Audit Report

Daily support to staff

• Greet visitors and direct them to the correct staff member
• Ensure that all the organization cars are well maintained
• Prepare a maintenance plan and follow up with the Admin assistant on the maintenance of the organization’s fleet.
• Type documents, reports, and correspondence, support the staff in the preparation of supporting documents (purchase quotation, invoice template, etc.)

Communication and events

• Assist with event planning and implementation.
• Update and maintain databases such as mailing lists, contact lists and partners information.

Office maintenance

• Assign tasks to the cleaning staff assuring the tidiness of the office.
• Gather the office supply needs and place the order with the relevant suppliers.
• Create the payment request for each invoice related to equipment, supplies, and other monthly expenses.
• Follow up with the service providers regarding office hardware maintenance (printers, elevator, laptops, etc..)
• Be the focal point person with the IT support provider.
• Ensure office equipment is properly maintained.

Insurance

• Request, scan, file and distribute the relevant policies related to the medical, cars, offices, and other insurance.
• Follow up with the organization’s broker to solve pending requests/issues.

Pay slips, attendance sheets and invoices.

• Gather, name, and distribute all pay slips, attendance sheets and invoices to the employees.
• Collect the signed copies and follow up with the employees for the missing documents.

HR Duties

• Participate in the Recruitment and selection needs of the organization
• Support Staff with daily needs (leaves, certificates, contracts, etc.)
• Assist the HR administrator with payroll and salary structure
• Review Performance appraisals periodically
• Engage in creating a training plan and team building activities

Profile / Education:  

• Bachelor’s degree in human resources, business or management.

Experience:s

• 3 to 5 years of proven experience in administrative work.
• Experience with governmental facilities and Visa paperwork is a plus.
• Experience in HR is a plus.

Skills:

• Very good oral and writing skills in French and English is required, knowledge of Arabic is essential
• Proficiency in MS office applications (Excel, world, PowerPoint, etc.…)
• Knowledge of the Lebanese Administration offices
• Knowledge of facility Management
• Good negotiation skills

Qualities:

• Autonomous, organized and rigorous
• Intellectual curiosity, versatility and ability to adapt
• Developed sense of human relations and communication, ability to manage intercultural relations
• Leadership, teamwork and pedagogy with a view to “transfer of skills”
• Strong interest and motivation for international solidarity

CONDITIONS

Period of employment: 1 year renewable

Position based in Beirut, with possibility trips in the country

Salary range: 1000-1500

 We offer reasonable accommodation for the person with disability depending on the individual’s need

Contact

Fill the application form and upload your cv and cover letter

Applications will be processed on a rolling basis