Position Purpose
The Human Resources & Administration Officer is responsible for executing daily HR administration, safeguarding compliance, and office administration across GASCF's humanitarian health Project in Lebanon. Working under the direct supervision of the Project Manager and Finance Manager, this role provides dedicated operational support across personnel management, audit ready documentation, facility logistics, and beneficiary allowance administration.
The position supports the Finance and Operations Department on payroll inputs, timesheet verification, and NSSF compliance, while supporting the Procurement Officer on routine administrative supply needs and asset tracking. Additionally, the Officer takes direct operational responsibility for creating, managing, and tracking beneficiary transportation and food allowances in strict adherence to GASCF and institutional donor policies.
Key Duties, Tasks and Responsibilities
- Supporting the recruitment for all project positions under the guidance of the hiring manager and Finance Manager, including posting vacancies, scheduling interviews, collating panel feedback, and drafting standard contracts.
- Conduct background checks, professional reference verifications, and credential checks for candidates, ensuring alignment with GASCF’s Equal Opportunity, Safeguarding, and PSEA protocols.
- Deliver structured onboarding orientations for new personnel, ensuring signed acknowledgments of key policy frameworks (Safeguarding, PSEA, Code of Conduct, Data Protection) are completed and filed during the first week.
- Maintain complete, organized, and confidential physical and digital personnel files including contracts, leave tracker, performance reviews etc.… making sure these trackers and files are always updated.
- Support the Finance and Operations Department by preparing monthly payroll inputs, conducting document matching (verifying approved timesheets match contract, Salary slips existence... and payroll sheets) prior to payment processing.
- Assist with routine HR administration including but not limited to tracking contract expiry dates, processing probation evaluations, administering NSSF registration forms, and compiling documentation for end of service calculations in line with Lebanese Labor Law.
- Create, update, and manage the official tracking procedures for beneficiary transportation and food allowance distribution in full alignment with organizational procedures and donor criteria.
- Verify beneficiary eligibility, attendance records and transport receipts prior to allowance disbursement.
- Coordinate closely with the Finance and Operations Department to ensure accurate cash reconciliations, complete signed and patient coded sheets, and full documentation for all distributed stipends and allowances.
- Act as a first point of contact for staff policy inquiries and routine workplace queries, escalating complex matters to management as appropriate.
- Assist in facilitating formal disciplinary procedures in accordance with Lebanese Labor Law and GASCF HR guidelines.
- Receive and handle PSEA and safeguarding concerns strictly through GASCF's mandatory reporting and escalation pathways, maintaining confidentiality and survivor-centered principles.
- Track the performance management cycle (objective setting, midyear and annual appraisals), sending reminders and archiving completed appraisal forms.
- Support the implementation of staff wellbeing initiatives tailored for teams working in high stress environments, maintaining trackers for mandatory staff trainings (PSEA, Safeguarding, Security Awareness).
- Oversee daily office cleanliness, utility maintenance, basic office supplies, and administrative petty cash under the supervision of the Finance Manager.
- Support the Procurement Officer by maintaining the Master Asset Register, ensuring all equipment is physically tagged, cataloged, tracked upon issuance, and periodically reconciled.
- Organize travel logistics, transport arrangements, and accommodation for project staff and visiting experts in accordance with security guidelines.
- Generate regular HR and admin metrics (leave balances, recruitment status, training completion rates, allowance distribution summaries) for line management.
- Maintain structured, updated physical and electronic archives for all HR, administrative, and allowance records.
Required Qualifications & Competencies
- Education: Bachelor’s degree in Human Resources Management, Business Administration, Law, or a related field.
- Experience: Minimum of two (2) years of progressive HR and administrative experience, with at least two (2) years in an NGO and/or donor funded project context in Lebanon.
- Legal & Operational Knowledge: Practical understanding of Lebanese Labor Law, NSSF administration, timesheet verification, and stipend/allowance tracking controls.
- Functional Collaboration: Demonstrated ability to work in a supporting capacity with Finance and Procurement leads to maintain internal controls and audit standards.
- Languages: Native fluency in spoken and written Arabic; strong working proficiency in English.
- Core Skills: High proficiency in MS Excel and Word; exceptional organizational skills, discretion, confidentiality, and strong attention to detail.
Prevention Against Sexual Exploitation and Abuse
GASCF has a strict policy of “zero tolerance” for sexual exploitation and abuse (SEA). THE EMPLOYEE affirms that it has received, read, and understood this policy and has undergone relevant training to ensure compliance. THE EMPLOYEE and its employees, staff, and/or subcontractors shall not be involved in any act of sexual exploitation or abuse.
For the purposes hereof, sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially, or politically from the sexual exploitation of another; and sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. THE EMPLOYEE shall take all necessary measures to prevent sexual exploitation or abuse by any of its employees or other individuals engaged and under its control and shall take immediate corrective action in the event that any such situation occurs.
Preventive and responsive measures shall include, but are not limited to:
- a clear prohibition against any involvement in acts of sexual exploitation or abuse;
- mandatory background checks for all personnel prior to recruitment;
- PSEA (Protection from Sexual Exploitation and Abuse) training for all personnel;
- mandatory reporting of all allegations of SEA;
- referral of all survivors of SEA to immediate and professional assistance;
- thorough investigation of all reported allegations of SEA and implementation of appropriate corrective actions. Any breach of this provision by THE EMPLOYEE shall entitle GASCF to terminate the contract with immediate effect.
