Support Services & HR Coordinator

About Trócaire 

Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. We work towards five goals:  

•          Promote Access to Justice;  

•          Achieve Climate & Environmental Justice;  

•          Ensure Women & Girls’ Protection, Voice & Influence;  

•          Save Lives and Protect Human Dignity and  

•          Mobilise the Public on the island of Ireland to achieve Global Justice. 

Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.

Since 2013, Trócaire has responded to the  humanitarian crisis, working remotely from Ireland and supporting local Caritas and other partners.  The Strategic Plan and programme have focused on the provision of humanitarian relief, protection and psychosocial support, and in strengthening livelihoods.  Working with local partners, and realising the values of partnership, continue to be an important approach for the organisation.  The role will report to the Country Director and is based in Beirut, Lebanon.

The purpose of this position is to ensure the efficient and effective management of the administrative, procurement, logistics, IT, and Human Resources functions of the Trócaire Lebanon country office. This role is critical in supporting operational excellence and compliance with both Trócaire's global standards and local legislation. The position plays a key role in maintaining robust internal systems, facilitating smooth day-to-day operations, and enabling the successful implementation of programme and management activities. By liaising closely with the Finance and program team, as well as the wider team, the post-holder ensures a well-functioning office environment that supports staff performance and overall organizational goals.

Human Resources

• In collaboration with the CD, HQ HR and Caritas Lebanon, develop and review HR policies and procedures, including grading and salary scales for the country office, ensuring harmonisation with Trócaire global policies and procedures and compliance with local legislation. Support the CD in the roll out of these policies.
• Organize and lead the Learning & Development sessions with the teams and take timely actions to following up on the L&D country plans.
• Attend external coordination meetings and ensure that the Senior Management is aware of the updates and information shared during these meetings.
• Make recommendations to the Country Director on employment terms and conditions related to locally contracted staff.
• Draft consultancy agreements with contracted consultants and follow up with the needed supporting documents as per the requirements from Trocaire HQ Procurement Policy.
• Remain abreast of national law (and its effect on staff), custom and best practice in relation to other core benefits at country level and benchmark against other similar organisations regularly.
• Support recruitment processes at the country level in collaboration with Caritas Lebanon, providing advice and guidance to the relevant recruiting manager from the point of identification of need to recruit to satisfactory completion of probation.
• Support the set-up of induction schedules with newly recruited staff and fully support their on boarding.
• Ensure that job posting is monitored on the job advertising platforms and support the Country Office with the required steps of recruitment.
• Maintain confidential HR data management and hard copy filing systems.
• Management of and visa processes for international staff in collaboration with Caritas Lebanon.
• Ensure that the performance reviews are launched and objectives are set, half yearly & yearly performance review are done for all staff.

Support Services

• Develop, implement and manage all administration policies, procedures and systems in the country office.
• Manage and maintain all country office data management and filing systems; electronic and hard copy. Conduct general administrative duties such as filing, scanning and copying documentation to achieve this.
• Contact the service providers and suppliers as needed and required. Dispatch and pick up the office documents and letters as required.
• Ensure timely and accurate preparation of monthly management accounts, related to support services, to ensure that management can monitor budget utilisation and take appropriate action on any significant variances.
• In coordination with the Programmes Finance Manager, closely monitor all procurement and logistics activities and keep the CD advised of all situations which have the potential for a negative impact on internal controls or financial management.
• Receive enquiries from outside and pass to relevant staff to response on their enquiries as requested.
• Ensure that the monthly mobile lines are active and monitor usage of all staff.
• Ensure that the office is cleaned and well maintained through the supervision of the part time cleaner.
• Draft and oversee the lease agreement contract for the office.
• Ensure that regular maintenance for computers, printers and photocopier is taking place regularly and ensure monthly back up of all documentation. 
• Troubleshoot IT problems and manage IT systems in close collaboration with Regional IT Engineer  and the IT department in HQ.
• Liaison with Regional IT support and HQ IT staff at for setting up any new e-mail and other programmes for office computers.
• Booking flights, accommodation, meeting venue, food and other supplies for programme and management  as requested.
• Align with the lawyer and support in the processes  and/or any other legal inquiry.
• Plan and support the logistics for incoming visitors from HQ and prepare a brief for their visit while liaising with HQ and CD as needed.
• Oversee Trócaire’s legal,  and administrative relationship with Caritas Lebanon with the support of CD where required.

Procurement and Logistics

• Oversee all procurement, facilities and contract management in collaboration with Caritas Lebanon and HQ and ensure adherence to best practice.
• Oversee the ongoing establishment of clearly documented Trócaire  Procurement and Logistics policies and procedures.
• Ensure effective asset management and recording is carried out.
• Ensure that the systems are in place and enhance, as far as possible, the efficiency & effectiveness of the manner in which assets are utilised.
• Receive invoices from suppliers, verify the documents and items that are purchased and prepare prompt payment requests to Caritas Lebanon or HQ to pay vendors and suppliers.
• Draft service agreements for service providers and follow up with the needed supporting documents.
• Monitor and purchase office supplies and equipment for office as required by following the Trócaire policies and procedures.
• Ensure compliance with donor regulations and processes throughout the execution and completion of the work.
• Ensure proper, physical and soft, documentation of the work in line with the policies and processes.
• Draft preferred supplier agreements when needed and liaise with the finance department and HQ.

Other duties:  

• Fulfil other reasonable duties and responsibilities, as requested by the Country Director. 
• Coordinate with the wider team to ensure proper workflow. 
• Coordinate and work closely with the finance team.
• Maintain an effective archiving system for finance generated documents. 

Essential Requirements

Experience

·       At least 4 years Operations and HR experience, preferably in an NGO environment

Qualifications

·       University Degree in Business Administration and/or Human Resources  and/or  higher Diploma

Skills

·       Solid accounting and administrative skills; including experience and skills in financial management

·       Solid understanding of Human Resources, Payroll and salary calculations.

·       Experience in Statutory Requirements and reporting.

·       Solid skills in Operations and supply chain management.

·       knowledge on financial management of Institutional Donor Funds (IF)

·       Experience of internal & external auditing of the IF donor funded projects

·       Strong computer skills: must be competent in the use of Accounting Software,Windows, MS pffice programs (Word, Excel, Outlook); Skills of Accounting Software called Agresso Business World (ABW) would be an asset

·       Fluency in English and Arabic language

·       Able to work independently being a strong team player

·       Strong organisational skills, initiative, ability to prioritise work

·       Ability to perform several tasks with attention to detail

·       Strong ability to multi-task and respond to unanticipated requests quickly

·       Ability to perform essential functions under stressful and changing conditions and represent the department in a professional manner

·       Excellent communication skills, both oral and written to team members and partners.

Qualities

·       Commitment to, and understanding of, Trócaire’s aims, values and principles, including a commitment to principles of partnership, rights-based approaches, social justice and development. 

·       Result-orientated 

·       Team player  

Safeguarding Programme Participants-Children & Adults

Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. More information on Trócaire’s safeguarding policies available here.

Diversity and inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Diversity and Inclusion statement available here

Closing date for applications is 25th May 2025