HR & Administration Executive
The New England Center Abu Dhabi / Dubai Clinic
Total years of experience :15 years, 5 Months
• Establish and maintain effective HR policies & procedure. review all HR policies and recommend any necessary improvements.
• Apply for all potential, offered, outsourced candidate and interns for their security clearance by collecting the necessary documents.
• Managing the on-boarding of new hires by arranging presentation including starter pack documents to fill (employee data form, access card, code of ethics, conduct code, IT policy, bank details, transportation policy, office space allocation, accommodation, flight and travel arrangement).
• Apply and modify quotas, prepare staff job offer, work permit, MOHRE contract and labor card, change status, medical screening, EID application, health insurance and visa stamping, as well as registration in GPSSA and MOHRE coordination for Emirati Staff.
• Update all staff passport, visa, labor card, emirates ID and insurance details in HRIS system as well in share folder.
• Generate reports of all the labor card, Visas, EID, passport expiry and staff dependents documents expiry in advance.
• Handling all staff insurance, new, renewal, maternity addition and cancellation, managing the documentation required such as (passport, visa, EID, photo and COC).
• Handling all online government website and portal such as (E-channel, AD police, MOHRE, UAE and GCC pension, RTA, DOH, economic and civil defense, Tadweer, ADEK pass).
• Handling ADEK pass portal by sending new staff tokens to complete their profile with all guidance required till the final approval and appointment letter.
• Handling the renewal of staff DOH license by collecting the CME certificates, adding them to malpractice and apply through DOH website.
• Handling staff off boarding by scheduling drop-off belongings, Labor, Residency and medical insurance cancellation, and final settlement.
• Update on daily basis HR transaction and security applications status, and meeting with HR director in weekly basis to discuss all related matter.
• Working with government’s authorities for renewals of trade license, Clinic license, School doctor and nurse license, Civil defense, Permits, POA and MOA, True copy, Attestations creating correspondence and translation of documents and emails.
• Handling fleet of vehicles, managing new, renewals, passing, fines, salik, petrol, insurance, service contracts and monitor vehicle tracking system.
• Handling the leasing of staff accommodations, facility management to oversee maintenance, renovations, projects and managing landlord relationships.
• Point person for maintenance, government relation, and company office supplies such as equipment, stationeries & pantry items, utility bills, invoices & payments, petrol expenses, reimbursement & per diem, transportation & errands.
• Working with government’s authorities for renewals of MOE license, trade license, civil defense, permits, POA and MOA, true copy, Attestations creating correspondence and translation of documents and emails.
• Handling a high volume of travel & guest visit request, coordinating with travel agency for best quotes of tickets, as well as comparing the best hotels packages from online service providers and arranging VIP transportation (luxury cars, limousine), airport pick up and drop off.
• Supervise staff including Receptionists, Transportation in charge, PRO, Drivers, Office boys, Cleaners and Securities, handling as well access cards, security breaches, and investigations.
• Planning and organizing company events with the coordination of the service provider, selecting of venues, catering, site design & seating’s, and evaluating the service before and after the event.
• Liaised with vendors for daily quotes, prepare LPO, delivery, receiving of goods, Audit Invoices, Payments process.
• Managing, negotiating & evaluating administration contracts with 3rd party providers and vendors for daily services such as catering, securities, housekeeping, maintenance, movers, courier services, firefighting, soft and hard services.
• Handling fleet of vehicles, managing new, renewals, passing, fines, salik, petrol, insurance, service contracts and monitor vehicle tracking system.
• Establish and maintain effective HR policies & procedure. Review all HR policies and recommend any necessary improvements.
• Managing the whole recruitment process (Sourcing, screen CVs, pre-interview assessment, interview candidates, schedule interview with the line manager or for panel interview,
• Managing the On-boarding of new hires by (Collect candidates complete documents, Security approval, Offer letter, Email creation, Office space allocation and access cards, Orientation plan, Accommodation, Flight and travel arrangement, MOE approval, Labour contract, Visa process, Medical, Emirates ID, Health insurance, as well as Registration in GPSSA and MOHRE coordination for Emirati Staff.
• Handling payroll process and leave management, track attendance, sick leave and annual leaves for all staff.
• Liaise with insurance company for all staff medical insurance (New, renewal, claims, workmen compensation and cancellation).
• Audit and maintain the update of the complete employee’s files in HRIS system and hard copies as well as request on HRIS, such as salary certificate, NOC, Payslip.
• Managing off-boarding process including (Exit interview, clearance, final settlement calculation, experience letter, labour & visa cancellation).
• Plan, Organize and execute company different type of events, tournaments, gathering, trainings, inductions, and awareness.
• Handling employees’ staff performance & evaluation, incidents, investigation, disciplinary, and resolve it in timely manner.
• Working with government’s authorities for renewals of MOE license, trade license, clinic license, school doctor and nurse license, civil defense, permits.
• Handling school staff accommodation, managing budget, leasing and facility management to oversee staff accommodation maintenance, renovations, projects and manages landlord relationships.
• Maintain and develop HR policies ensuring compliance and contribute to the development of the organization HR policies.
• Improved office efficiency by effectively managing internal communications and correspondence.
• Organize booking of travels, conferences rooms, exhibition, convention training, theater and transportation.
• Manage the execution, direction and coordination of transportation matter within the organization
• Organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety.
• Develop and carry out an efficient documentation and filing system for both paper and electronic records.
• Ensure adherence to policies and procedures by staff members.
• Arranging joining formalities and boarding process for top management.
• Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government’s regulations.
• Handling petty cash and company credit card in custody for varies expenses as utility bills, salik, company vehicles renewal and other expenses such as licenses and product requested by different departments.
• Supervise and monitor reception work, couriers, customer service and deliveries.
• Assisting the execution of manpower plan as per the approved budget by consolidating different department requirements, screening, interview arrangement, booking of meeting rooms.
• Monitor employees’ expiration of documents (Visa, Labour Card, EID) and prepare renewal plan each month ahead.
• Dealing with VP personal matters including holidays, flights, banking, family, housing and other private matters.
• Processing CEO’s business expenses and other administrative items.
• Handling contract of Facility management Companies for various nature of work associated with the office premises like Firefighting, Maintenance. And participate in office Planning, design, modification special projects and events, and movement including space and installation management, handling logistics operations process, tracking and receiving shipments.
• Handling VP office management by arranging her meeting schedule, documents for approvals, and priorities schedule and delegate some work to concern departments.
Arranging New visa applications, Medical, Emirates ID, insurance, cancelations, labor card for all company staff.
Renewal of trade license, P.O. Box, Chamber of Commerce, representative card,
labor card, firm card.
Attestation of all company MOA, POA in court, Embassies, Foreign affairs.
Delivery and collection of business visa applications to embassies/consulates.
Maintain data of all employment visas and apply for visa renewal/cancelation
whenever necessary
Special support to international assignees: renewal of passport, driving license, legal
documents
Handling bank related tasks, arranging transportation for VIP guest.
Work with the General Manager to fulfil a Variety of clerical and administrative duties such as official correspondence and diary, travel arrangement, hotel booking, arranging board meetings, polices and procedure, big motor events.
Bachelor Degree in Business Administration
