HR Administration Officer
Kuwait Oil Tanker Company
Total years of experience :25 years, 8 months
Compile and maintain personnel records and personnel files in order to support HR professionals in their day-to-day operations and provide accurate and up to date personnel information.
Prepare & arrange visa documents for new international hires, Coordinate with Government Relation Representative Supervisor for new visas, typing required documents.
Coordination with Admin Manager & Government Relation Representative for renewal of residency & municipality cards.
Updating company, branch, franchise and employee files upon receiving required documents.
Maintaining HR System for expiry documents to be reissued accordingly.
Reservation for air tickets for annual leave employees, new international hires, with coordination of HR Manager.
Coordinate with Transportation In charge for residency & municipality schedules with coordination of HR Manager.
Following up with Admin Manager for renewal of residencies & municipality cards.
Maintain confidentiality in all aspects of company, staff and external authorities.
Perform general clerical duties to include, but not limited to filing, copying, faxing, mailing.
Set up and coordinate interviews, meetings.
Following up with clearance officer for the overseas shipment.
Typing of correspondence, reports and other documents.
Performing any other tasks assigned by the management.
Responsibilities & Duties:
Performing secretarial work and solving work problems on duty.
Filing correspondences, maintaining files in a neat and orderly manner in order to retrieve information effectively.
Follow-up, registering incoming & outing correspondences.
Meeting visitors coming to the office, answering and placing telephone calls and taking down and passing on messages.
Carrying out related duties such as operating personal computers, copying machines and other office supplies.
Typing in good speed for English and Arabic, proofreading a variety of material such as letters, memoranda, reports, faxes … etc.
Calculation of the annual leaves, sick leaves & business trips.
Follow-up of all appointment measures & reception of employment request from group’s companies, and also ending of service.
Issuing of salary & experience certificates.
Follow-up of employee’s residences (renewal / transfer)
The salary letters.
Continuation of the companies recording in the ministries.
Providing administrative and secretarial support to senior management executives including, but not limited to greeting visitors and answering the telephone; receiving and distributing mail and correspondence; gathering data and compiling various reports for management; conducting projects and assignments; photocopying materials; maintaining files; ordering supplies; and issuing correspondence.
Performing clerical duties for a company's accounting department. Handling the usual office responsibilities such as answering phones, faxing documents and greeting customers and clients. Looking over an accountant's work, double-checking financial forms to make sure they are free from errors.
Reporting to the top official.• Responsible for all confidential matters pertaining to the Top Management in the interest of the company.• Preparation of agenda for meeting in advance and arrangement of facilities for meeting. • Provide assistance / Preparation of Presentation for GM and Board Meetings.• Record the meeting discussions and prepare the action minutes. • Maintain calendar and ascertain the events for the top management presence. • Compose correspondence/ reports from the top management dictation and own initiatives. • Managing travel & booking arrangement for top management as per travel plan. Co-ordinate with other departments to collect information so that the same is provided to the Top Management.
Maintain all files pertaining to training contracts and course offerings. Present core training content and coordinate the presentation of core materials by other trainers. Schedule trainings and secure training sites. Develop, revise and implement custom and standard training packages.
Maintaining office services, supervise office staff, maintain office records, maintain office efficiency and Design filing systems.
Performing secretarial duties, preparing and scheduling training courses. Developing the Center’s activities to the public. Arranging the Center’s conferences.