Background
The HR & Administration Coordinator is positioned at country office level within NRC Lebanon and supports an established area of work covering HR operations, administrative oversight, and people management support across the Country Office and Area Offices. The role operates at a coordination and technical oversight level, ensuring consistency, quality assurance, and compliance in key HR processes, including recruitment, payroll, NSSF, medical insurance, HR systems, performance management, staff wellbeing, DEI, and HR-related partnership support. The role translates the HR & Admin Manager’s strategic direction into coordinated operational delivery and escalates strategic, sensitive or high-risk matters as needed.
The position supervises the HR & Administration Officer and Office Keepers in the Country Office and provides technical guidance to HR staff in the Area Offices. It works closely with line managers, programme teams, support departments, external service providers, and relevant authorities to strengthen HR and administrative service delivery, support informed decision-making, and ensure alignment with NRC policies, procedures, and national legislation.
Roles and responsibilities:
The purpose of the HR & Administration Coordinator position is to support the HR & Admin Manager in ensuring effective, compliant, and consistent HR and administration service delivery across NRC Lebanon, through technical guidance, coordination, quality assurance, and supervision of delegated HR and administrative functions. The position coordinates implementation monitors service quality and compliance, and escalates strategic, sensitive or high-risk matters to the HR & Admin Manager.
Generic Responsibilities:
Line management responsibilities for directly reporting staff. This includes performance management, setting clear goals aligned to country strategy and priorities, and following up and supporting staff achievement. Responsible for key processes such as workforce planning, recruitment, staff induction and development, and ensuring Duty of Care for own staff.
Responsible for providing HR and Administration technical support to colleagues with HR and Administration responsibilities, and developing relevant HR and Administration training, including coaching of newly appointed HR and Administration staff, to ensure they meet NRC standards. Also contribute to the induction of new staff with a role in HR and Administration processes.
Coordinate and quality-assure the implementation of NRC’s HR and Administration systems, procedures, tools, and ways of working at country level.
Provide technical guidance and support to line managers and HR/Admin staff on HR and Administration policies, processes, tools, and methodologies.
Contribute to the development, review, and improvement of HR and Administration systems, policies, procedures, and tools by identifying implementation gaps, proposing operational improvements, and supporting approved changes and roll-out.
Produce and analyse HR and Administration data and reports to support decision-making, planning, compliance, and continuous improvement, including monitoring data quality, identifying trends and discrepancies, and providing analysis to the HR & Admin Manager.
Provide advice and guidance on personnel management processes, staff-related matters, and HR compliance issues.
Ensure HR and administrative documentation is properly maintained, compliant, and available for review, audit, and decision-making purposes.
Ensure NRC’s related activities are implemented in accordance with NRC Safe and Inclusive Programming guidelines, policies, and country-specific explanatory notes, and promote a safe and confidential environment for reporting concerns.
Compliance and adherence to NRC policies, guidance, and procedures, with specific responsibility for HR and Administration function policies and procedures.
Specific responsibilities:
Human Resources Management:
Support the HR & Admin Manager in workforce planning, HR capacity gap analysis, and follow-up on staffing needs across the Country Office and Area Offices, including compiling and analysing staffing data and coordinating follow-up on approved workforce planning actions.
Contribute to the development, alignment, implementation, and quality assurance of HR systems, policies, procedures, and tools, including NRC People and Unit4 HR-related processes, by coordinating implementation, monitoring data quality and system compliance, supporting users, and escalating structural system issues to the HRAM.
Provide technical guidance, refresher sessions, and capacity building to staff, line managers, and HR Officers to ensure consistent implementation of NRC policies and procedures, Code of Conduct, national labour law, and HR operational processes, based on priorities agreed with the HRAM.
Coordinate and ensure the quality of the recruitment processes across the assigned offices and provide technical guidance to HR Officers to ensure consistency, transparency, proper documentation, quality assurance, and compliance with NRC Lebanon’s recruitment procedures.Escalate senior, sensitive, exceptional, or non-compliant recruitment cases to the HRAM as needed.
Oversee monthly payroll preparation, NSSF, legal employment, residency-related HR processes for national non-Lebanese staff, and medical insurance matters, ensuring timely coordination, proper documentation, compliance, and escalation of complex cases when needed. Ensure routine cases are handled by the responsible HR staff, monitor recurring issues, and escalate legal, sensitive or high-risk matters to theHRAM.
Coordinate the operational implementation and supervision of the performance management system across the country with the support of HR Officers, including communications, completion tracking, system follow-up and reporting, and support follow-up on under-performance cases as requested and in coordination with the HR & Admin Manager.
Support fact-findings and follow-up on Code of Conduct breaches when assigned by the HR & Admin Manager, ensuring confidentiality, appropriate documentation and proper process.
Support staff wellbeing, DEI, and learning initiatives, including employee wellness activities, DEI-related workshops, identification of training needs, and tracking of training completion records, ordination of approved activities, participation monitoring, evaluation, and reporting of emerging needs and recommendations to the HR & Admin Manager.
Coordinate the operational delivery of HR support to partnership processes, including review of partner HR capacity, staffing structures, HR compliance requirements, and capacity-building needs, in coordination with the HR & Admin Manager, Programme teams, and relevant Support departments. Track agreed actions and escalate significant compliance risks, strategic recommendations and sensitive partner matters to the HRAM
-
Liaise with relevant authorities, partners, suppliers, brokers, lawyers, insurance providers, NSSF representatives, and other external stakeholders on HR matters, and ensure HR operational documentation is complete, compliant, and available for review, audit, and decision-making purposes, escalating legal, contractual or high-risk matters to the HR & Admin Manager.
Administration:
Line Manager and provide guidance to the HR & Administration Officer and Office Keepers in the Country Office, ensuring proper planning, follow-up, and implementation of administrative priorities.
Oversee office and guest house administration through the HR & Administration Officer, ensuring that office standards, cleaning arrangements, recurring needs, and service delivery issues are properly followed up.
Provide oversight on the planning, monitoring, and procurement follow-up of stationery, office supplies, kitchen supplies, furniture, maintenance, and other administrative needs, ensuring alignment with NRC procedures and operational requirements.
Coordinate and follow up on premises and maintenance matters in coordination with the HR & Admin Officer, and other relevant departments.
-
Identify recurring administrative gaps, risks, or inefficiencies and propose practical improvements to strengthen compliance, service delivery, and staff support.
Scale and scope of the position
Critical interfaces:
HR & Admin Manager: technical guidance, prioritization, approvals, and escalation of HR/Admin risks.
CO HR & Admin team and Area Office HR Officers: coordination, technical support, quality assurance, and consistent implementation of HR/Admin processes.
Line managers and senior management: HR advisory support on workforce planning, recruitment, performance management, employee relations, and staff wellbeing.
Finance, Logistics, Risk & Compliance, Programme and Partnership teams: coordination on payroll, administration, compliance, audit readiness, and HR support to partnership processes.
Regional Office and Head Office HR teams: alignment with NRC global HR standards, policies, systems, tools, and reporting requirements.
-
External service providers and authorities: coordination on insurance, NSSF, legal, premises, and other HR/Admin-related matters.
Generic professional competencies:
Minimum 5 years of relevant experience in HR Management and/or Administration, including experience in HR operations, recruitment, payroll, employee relations, and performance management.
Minimum 2 years of supervisory or line management experience.
Bachelor’s degree in Human Resources, Business Administration, Management, or a related field.
Good knowledge of HR systems, tools, and procedures, including HR information systems, recruitment tools, payroll coordination, and personnel documentation.
Experience in providing technical guidance, capacity building, and advisory support to line managers and HR/Admin staff.
Strong analytical, reporting, coordination, and problem-solving skills.
Fluency in English and Arabic, both written and spoken.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
Context related skills, knowledge and experience:
Knowledge of Lebanese labour law and HR compliance requirements.
Knowledge of NSSF, medical insurance, payroll, legal employment, and residency-related HR processes in Lebanon.
Experience working in complex and volatile contexts, preferably in the humanitarian or NGO sector.
Experience supporting HR processes across multiple offices or field locations.
Experience in recruitment, workforce planning, performance management, staff wellbeing, and employee relations.
Experience working with HR systems and organisational tools such as NRC People, Unit4, DocuSign, KAYA, Office 365, SharePoint, and MS Teams is an advantage.
Experience providing HR technical support to partnership processes or partner compliance follow-up is an advantage.
Ability and willingness to travel to different governorates in Lebanon when required.
Behavioural competencies:
Planning and delivering results
Analysing
Working with people
Communicating with impact and respect
Coping with change
Build meaningful relations
Act with integrity
Empower people
Deliver results