Background
The HR & Admin Officer will support the South Area Office operations by providing timely and efficient HR & Admin services. Though the JD focuses on HR & Admin operations. Under the supervision of the Support Manager, the role contributes to the effective implementation of NRC’s activities in the South by ensuring compliance with NRC’s HR & Admin procedures, donor guidelines, and Lebanese regulations.
Roles and responsibilities
The purpose of the Human Resources and Administration Officer position is the implementation of delegated area of responsibility of HR and Administration responsibilities under the South Area Office according to the Plan of Action. The position holder will be supporting in the day-day implementation of all NRC policies and guidelines, systems, procedures and tools with focus and main responsibility on Human resources and administrative functions.
Advise and guide managers on HR and Administration related issues, policies, and procedures in close coordination with Country office HR and Administration team.
Generic Responsibilities
- Ensure adherence with NRC policies, tools, systems, handbooks, and guidelines.
- Implement delegated HR and Administration function portfolio according to plan of action.
- Prepare and develop monthly HR status reports as required by management.
- Ensure proper filing of documents.
- Promote and share ideas for improvement of the HR and Administration function.
- Provide administrative support for staff as required and in direct coordination with the line manager.
- Conduct field visits to all related sub offices to conduct spot checks, attend related meetings, and follow up on various matters and address concerns.
- Ensure that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and report any breaches/concerns to the line manager and/or focal point for proper action.
Specific responsibilities:
Human Resources:
- Ensure the proper application of NRC’s incentive workers and consultancy policies at the area level.
- Assist in the implementation of NRC Terms of Employment policies, including those related to leaves, holidays, allowances, and benefits.
- Serve as a point of contact for the HR system, ensuring it functions according to established standards.
- Follow up to ensure that staff Entry and Exit Procedures/checklists are completed and adhered to.
- Maintain proper filing of all HR-related documents, templates, and legal papers (both hard & soft copies) in accordance with NRC’s filing guidelines.
- Assist with recruitment for Grade 7 and below positions, including job requests, application screening, interview coordination, reference checks, and preparing job offers.
- Support the recruitment of contingent workers, ensuring the process follows NRC guidelines.
- Provide support to line managers in recruitment activities and offer guidance as needed.
- Assist in preparing monthly reports on payroll, performance management, and HR metrics.
- Keep staff records updated and ensure the HR database is accurate.
- Manage attendance records, handle leave requests, and share leave balances with managers.
- Prepare employment letters and assist with other HR-related documentation.
- Provide guidance to staff and line managers on HR policies and procedures.
- Help promote NRC’s organizational culture through induction and awareness sessions.
- Assist with the enrollment of staff in NSSF and Insurance packages and address related inquiries.
- Perform other administrative tasks related to HR operations as required.
Administration:
- Coordinate and maintain records for staff office space, phones, and office keys.
- Carry out Admin-related operational/control tasks including following up on lease agreements.
- Maintain supplies inventory by checking stock to determine inventory level; anticipate needed quantities and items; place and expedite orders; and verify receipt.
- Request and dispatch mobile sim cards (pre- and post-paid) for staff.
- Ensure that all utility and running costs of the office and NRC premises are followed up, received, and paid in a timely manner.
- Coordinate accommodation and conferences as needed and follow up on payments and agreements.
- Issue purchase requisitions and orders for all administration related needs including printing, visibilities, kitchen supplies, office needs etc.
- Prepare daily contracts related to administration work and needs.
- Perform other relevant HR and admin tasks as requested by the line manager.
Critical interfaces
- Country Office Human Resources and Administration team
- Area Office Programme and Support Staff
- Area Management Group (AMG) members and Area Manager
- Head of Support
- Risk and Compliance team
- Suppliers, landlords, and external service providers
Generic professional competencies
- Bachelor’s degree in Human Resources, Business Administration, or any other related field.
- Minimum 2 years of relevant experience in handling Human Resources and Administration function.
- Previous experience from working in complex and volatile contexts.
- Previous experience working in the humanitarian sector.
- Fluency in both English and Arabic, written and spoken is mandatory.
Context related skills, knowledge and experience
- Able to use HR & Admin software and tools, including Excel, trackers, and HR systems
- Good cultural awareness and sensitivity
Behavioural competencies
- Planning and delivering results
- Communicating with impact and respect
- Working with people
- Coping with change
- Analyzing
- Handling insecure environments
