Sr. HR and Admin Officer
Shapoorji Pallonji Mideast LLC
Total years of experience :21 years, 0 months
Ensure the entire recruitment cycle from sourcing candidates to onboarding is smooth and hassle free experience including:
- Advertise the open vacancies promptly in a cost effective way
- Source or create Job Description for vacancies as required
- Prompt updates to candidates and line manager at each stage of recruitment cycle
- Any query by candidate or new joiner must be promptly attended to
- Stay abreast of legal requirements for visa and related processes; promptly share expertise with the candidates as per the case at hand
- Regular follow up and tracking of relevant approvals for visa purposes
- Efficiently maintain all records, log-sheets and documents for candidates
- Manage and coordinate for any relevant tests during the selection process
- Actively negotiate on remuneration and other terms if required
- Ensure smooth joining process and onboarding experience
Administration
♦ Timely renewal of all the lease agreements, licences etc.
♦ Upkeep/maintenance of the staff/labour accommodation.
♦ Contacting various authorities for Electricity/Water connections/approvals and solving other problems.
♦ Arranging new Agreements and furniture etc.
♦ Timely renewal of all the Insurance Policies.
♦ Checking and controlling the stationary requirement, telephone bills etc.
♦ Arranging Visas and Visa renewals.
♦ Induction of new arrivals.
♦ Solving grievances.
♦ Control of transport pools.
♦ Booking of air tickets & hotel rooms for the tours.
♦ Arranging visas for the overseas tours/recruitment trips etc.
♦ Overall In-charge of the housekeeping/cleanliness of the Offices/
Villas and accommodations.
♦ Receiving the new arrivals/guests from the airport, attending the Labour Court as and when required etc.
Workforce Planning - Recruitment, Selection & Retention;
• Learning & Development;
• Performance Management and improvement systems;
• Influencing policy development and documentation;
• Employee Relations;
• Internal Communication;
• Compensation and Benefits administration;
Development of the Human Resources Department
• Administers programs, procedures, and guidelines to help align the workforce with the strategic goals of the company.
• Participates in developing department goals, objectives, and systems.
• Maintains reports and spreadsheets that are necessary to carry out the functions of the Human Resources department. Prepares periodic reports for management, as necessary or requested.
• Participates in administrative staff meetings and attends other meetings and seminars as necessary to represent the HR department. Human Resources Management Information Systems (HRMIS)
• Maintains the HR database and generates scheduled or requested reports to assist management.
• Periodically audits the HR database to ensure accuracy of employee information.
• Keeps employee records up-to-date by processing employee status changes in a timely manner.
• Maintains personnel files in compliance with applicable legal requirements.
Administration
• Assists employees with any issues or concerns.
• Responsible for overseeing the day-to-day administrative requirements of their required discipline and monitoring and reporting on employee requests and administrative outputs.
• Preparation of offer letters, correspondence for staff including promotions, salary reviews, and NOCs
• Preparation of documentation required for employee medical insurance and assistance with any medical claims.
Training and Development
• Coordinates and schedules participants into training sessions.
• Tracks participants and training records.
• Enters training records into training database and maintains it, using this information to produce ad hoc reports as requested.
• Introduce and track the implementation of the performance evaluations.
• Assists in identifying training needs for departments based on information from the performance and development review and tracks the accomplishment of performance evaluation goals for each department.
• Assists with the development and delivery of in house training: creates briefing material, makes reservations and delivers presentations with the support of the HR Manager.
Recruitment
• Advertises employee job openings first, internally, and then, externally, in keeping with company recruitment policies. Manages the logistics of the recruiting process.
• Sorts and reviews CVs as they arrive on a daily basis. Provides a first review of CVs.
• Schedules interviews for the hiring manager and Human Resources. Schedules additional interviews as needed.
• Conducts new-employee Induction program.
Worked on ERP software and SAP,
Processing of Leave, Resignations, Bonus, Terminations, Final Clearance, Conducting of Exit Interview, Camp Administration, Handling of Accommodations, transfers, Disciplinary Actions etc. Directly responsible for Camp Administration,
October 2012 to present: Spark Building Contracting LLC (Subcontractor to PETROFAC- OIL & GAS) - HR Officer
Mobilization and Demobilization of employees, Handling of Petty Cash, Disciplinary actions and inquiries, looking into the grievance of the employees, coordination between HO, PRO, Admin, Transport, Stores and Camp Bosses and different site, Handling of Accommodation Allotment & transfers, Leave request, Terminations, Final Clearance, Issuing of Increment Letters, Salary Certiificates, MIS Reports, etc.
Sl. No. DESCRIPTION
1HR- RECRUITMENT:- Interface between Management and Employees. Preparation of the Daily Reports and Monthly Reports -Arrival Pending Visas/Employees Recruitments. -Vacancy Requirements. Assist in Recruitment Department for screening and shortlist of candidates and to call for interviews, conduct interviews and prepare Offer Letters and follow up for visa cancellation and documents from the employees for new visa processing. Get the background verification and Police Clearance. Provide a range of HR services from Joining to End of Services. Respond and communicate effectively with regards to Company Policies and Procedures. Manage and control departmental expenditure within the agreed budget. Manage and develop direct reporting staff. Liaise with other functional/departmental heads, so as to understand all the required necessary aspects. Contribute to the evaluation & development of HR strategy and performance in cooperation with the executive team. Develop and manage HR process, policies, procedures and Forms. Transfer manpower from site/projects to other site/project as per the requirements. Maintain & update Master database. Coordination of Leave schedules and keep a track of employees on leave. Conduct Performance Appraisals and trainings.
2ADMINISTRATION DEPARTMENT:- Manages and controls the administration of all terminations - Medical, Death Repatriation Procedures (Sending of Human Remains back to their Home Country and documentations for the same and getting the legal documents from back home for Life Insurance claims), Coordinations with the Embassies of the nationality deceased; Cancellation of Medical Cards/Labour Card; End of Service Benefits, employee file closing on separation and to ensure exit management process & Company property recovery is done effectively. To manage new Canteen and Accommodation Contracts. Provide Recreational Facilities. To conduct Exit Interviews.
3PAYROLL:- Calculations of End of Service Benefits for the employees verifications and to clear with payroll. To administer payroll, leave, travel and various benefits within the HR guidelines
4 ACCOUNTS:- Follow-up for the final settlement with Accounts and to inform the Camp Bosses accordingly to send the employees on the mentioned dates. To assist the employees in getting their full and final settlement in a smooth procedure. Follow up with Accounts for payments for Accommodation Contracts, Feeding Contracts and for payment for ticketing agencies.
5 CAMPS:-Coordination between 3 Labour Accommodations for 6500 Staff and Labours. Follow-up regarding absenteeism, Out of Country employees, Absconding employees. To investigate on any matters regarding food complaints and any other Grievances. To follow up regarding any transfers or to make the transfers. To check for the absenteeism report and take actions on the same.
7 LABOUR COURT:- Attending Labour Office and Labourt court for any hearings and as representative of the Company. Good knowledge of the Labour Laws of UAE.
8 PRO: - To make and give the Absconding Reports/Out of Country Cancellations. To forward resignation to type the cancellation forms and obtain signatures for cancellation of visa, Handle & Followup on Work Visa and Labour Contract process. To coordinate with PRO Department regarding renewal of visas, passports, labour cards for new joiners, Emirates ID and renewals of existing personnel. Schedules employees for Medicals for Processing of Residency Visas and for Emirates IDs.
9 Any Other Job as and when required
1TERMINATIONS
To execute the termination orders and thereby keep a diary and track for the same. To follow-up for reminders about status of Visa and cancellations and arrange for NOC as and when required. To arrange for their payments, etc.
2MIS REPORTING
3 DISCIPLINARY ACTIONS AND GRIEVANCES
2001-2007 Apparel LLC - Logistics-In-Charge Dubai, UAE
• Monitoring / Supervision on activities of Customs House Agents, Shipping Lines, Freight Forwarders, Transporters.
• Close and continuous co-ordination with overseas customers / suppliers, all internal dept.'s of the company.
• Negotiation with shipping lines, freight forwarders to obtain best freight rates. Performance review of Customs House Agents, transporters, freight forwarders, shipping lines.
• To ensure timely dispatches & delivery commitments.
• Assess and confirm the logistics requirements of incoming Letters of Credit
• Monitor all LC shipments, to make sure that they meet the Logistic requirements
• Resolve issues regarding transports
• Travelling Overseas to branches in Muscat and Doha Qatar to meet their requirements
• Looking after the functions of the Warehouse.
• Purchase Planning, Scheduling, Follow-up, Improve Supplier delivery performance: responsibilities include negotiating best value for money agreements for products and • services which enhance the proposition and service to the clients customers, as well as providing commercial vendor management for existing supplier base within the company.
• Issuing of Purchase orders, Preparing of Commercial Invoices, Customs Clearance etc..
• Preparing Comparison statements.
• Uploading and Downloading of Data to different locations internal and international.
• MIS Reporting.
1996-1999 M/s. Alshaya Trading Agencies - Mothercare Saudi Arabia
Cashier - cum - Sales Advisor
• Handling of Cash Receipts and Customers.
• Preparing of Daily Sales Statement and Banking.
• Overall handling of Shop Administration and Paper Works.
