Legal Action Worldwide
Job Description: HR & Logistics Coordinator
BACKGROUND
LAW is an independent, non-profit organization comprised of human rights lawyers working in fragile and conflict affected areas in the Middle East, Africa and South Asia. We have a particular focus on gender equality and sexual and gender-based violence, natural resource exploitation, rule of law and accountability, and transformative justice, working to bring justice to those who need it most.
LAW’s ground-breaking work has been included in a number of UN and Member State government reports and has received international media coverage, including in the New York Times, the Times of London, the Guardian, Voice of America, BBC News, Sky News, Al Jazeera, Huffington Post and Foreign Policy.
LA’s Programme in Lebanon:
Legal Action was set up in Beirut in 2018. The organisation provides legal assistance and representation to individuals in the governorates of Beirut, Mount Lebanon, North Lebanon, Akkar and the Bekaa. Our legal aid lawyers work closely with LAW Network’s international lawyers to develop innovative legal strategies designed to increase access to justice for survivors of sexual and gender-based violence (SGBV), the stateless, and other groups who have suffered human rights violations and abuses.
Legal Action is looking for a HR professional to join our dedicated team to deliver comprehensive HR service delivery. The ideal candidate will have a track record of leading on recruitment, drafting quality HR documentation as well as staff training and capacity building. The HR Coordinator will work collaboratively and build excellent relationships internally and externally to ensure smooth front line delivery. S/he will be responsible for delivering effective and generalist HR support in a timely manner as well as being the Lebanon focal point on security.
POSITION DESCRIPTION
Reports to: Lebanon Programme Manager & Head of HR and Compliance
Direct Report: x 1
Duration: 12 Months, possible extension subject to Funding
Location: Beirut, Lebanon
Hours: Full Time
Role Overview and Responsibility:
This is a fast-paced role delivering a comprehensive support to the Programme Teams in Lebanon and to the Head of HR and Compliance. The HR and Logistic Coordinator will perform activities in accordance with responsibilities outlined below:
Human Resources:
- Lead on the recruitment and selection process; drafting job descriptions, advertising, and short listing, scheduling interviews, preparation of appropriate interview documents and liaising with candidates, also participating on interview panels;
- Coordinate and prepare offer letters and ensure completed paperwork is processed (pre-employment reference and background checks); ensure that all new employee procedures are correctly administered;
- Draft contracts, both internal (staff, consultants) and external (service providers/ suppliers, other vendors), and maintain an efficient system that tracks contract expiry, renewal and changes in contracts are adequately documented;
- Coordinate and induct new staff with on-boarding, preparing induction programme, and ensure staff have appropriate work space and LAW equipment;
- Lead on the staff probation process and ensure performance reviews are held in a timely manner with the line manager; identifying training needs;
- Accountable for HR documents, including maintenance of confidential personnel files, leave records etc to ensure they are accurate and up to date;
- Manage staff performance concerns or conduct issues efficiently and effectively with appropriate support and hr intervention in coordination from the Head of HR;
- Ensure staff receive training and adhere to consistent high standards, including the Code of Conduct and safeguarding policies;
- Support the Head of HR and Compliance on global projects; ensuring that LAW policy and procedures are embedded and adhered to; develop policies and designing toolkits to improve organisational change and development;
Payroll and Logistics
- Ensure smooth running of payroll in coordination with the Finance Manager; employee NSSF registration, salary payments and tax deductions, time sheets, holiday management, sick leave, exit clearance, etc
- Coordinate with providers (medical compensation insurance) to manage appropriate covers and policies for staff;
- Coordinate the procurement and vendor selection process (suppliers and service providers), obtaining quotes, prepare bid analysis and periodic reviews of service level agreements;
- Support the Finance Manager to maintain inventory of office equipment and assets including laptops, mobiles, stationary and vehicle registration;
- Support and assist international staff with visa applications;
Safety & Security
- Ensure the security and safety of teams with the Support of the Programme Manager; develop security plans; risk assessment in coordination with the Operations Director;
- Maintenance of the office to ensure a safe workplace and implementation of staff security and safety;
- Keeping up to date with relevant security agencies and government sources to ensure situational awareness of the security situation;
- Conducting risk and security assessment when planning events, travel missions and field trips;
- Initiating calls for staff in a crisis situation and to coordinate staff to be moved to safety.
Any other duties as specified by the Head of HR and Compliance or Programme Manager.
Skills and Qualifications Required:
- Bachelor’s Degree in Human Resources Management, Business Administration, or a relevant field
- Four year’s demonstrated experience working within a HR function in a similar position;
- Track record of delivering general HR/Admin procedures and policies, safety, and good financial or accounting background
- Knowledge and experience of general payroll and statutory requirements;
- Experience and ability to support and supervise staff;
- Experience working with an International NGO preferred and supporting the geographic office;
- Excellent knowledge and practical understanding of the Lebanese Labor Law;
- Proficient in Microsoft Office applications (word, excel, powerpoint, outlook)
- Excellent communication skills, including fluency in both English and Arabic, spoken and written;
- To work independently, with high level of organisational skills to prioritise conflicting deadlines;
- Ability and skills to establish positive relationships with various stakeholders;
- Good understanding of safeguarding, and confidentiality of the HR function.
How to apply
The team is small but expanding so if you have the right experience and excellent communication and interpersonal skills to support the fast-paced teams with their amazing work, we would like to hear from you.
Please send an email with a CV and statement of interest (neither exceeding 2 pages of A4) in English to [email protected]. The subject of the application should read ‘HR Coordinator- Lebanon’.
Deadline for applications: This position is on rolling basis – LAW will be scheduling interviews as the applications come in so therefore, please apply in the first instance.
Start date: Immediate
· Only shortlisted candidates who meet the criteria will be invited for interviews.
· LAW is an equal opportunity employer
To learn more about us please visit our website: www.legalactionworldwide.org.
Only shortlisted candidates who meet the person specification criteria will be invited for interviews.
At LAW we are strengthened by the diversity of our colleagues reflecting the people and communities that we represent and support. Our team includes many nationalities with diverse professional backgrounds, skills and knowledge. This enables us to deliver and understand the cultural and political contexts on the ground and to tailor our support effectively and appropriately. Women lawyers with experience representing at-risk clients are particularly encouraged to apply.
Child Safeguarding Statement
LAW will uphold the highest consideration for the safety and protection of children are in place whereby all applicants will be require to undergo relevant vetting processes (which may include police criminal background checks, subject to local jurisdiction) and when starting employment with LAW, to sign a declaration stating there in no reason or event that would render them unsuitable for the post and declaring ant criminal conviction or ongoing criminal prosecutions against them.
LAW reserves the right to follow up on references with any previous employer to seek referees considered view and opinion on the candidate’s suitability to be contacted with children. The successful applicant will only be offered a position subject to: (a) satisfactory and suitable references; (b) proof of qualifications; (c) relevant vetting/clearance procedures; and (d) positive proof of identification.
All staff joining LAW, agrees to families themselves with the safeguarding policies and comply fully with its standard and code of conduct. Staff are required to be vigilant and aware of risk to children. Staff are also responsible to report and suspected or known concerns and also to participate fully in any safeguarding investigation if requested. Furthermore, staff are required to participate in annual training on safeguarding/child protection.