Administrative Officer
organization of Islamic Cooperation
Total years of experience :9 years, 0 Months
ERP / HR Payroll Project (Dynamics):
Responsible for HR system in the ERP Project at the General Secretariat. Collecting and maintaining employee’s data. Making employees requests in the system. Classifying employee’s grade and steps. Maintaining scan copy for employee’s official documents.
HR & Admin Work:
Making employees contracts. Making job offers for employees. Following up with external offices and Subsidiary Organs of the OIC. Preparing internal and external memos. Making and sending internal memos and circulars. Making employee’s official letters. Creating, developing HR & Admin forms. Creating employee’s e-files. Maintaining employees information table (Manpower Report). Coordinating and arranging travel reservations for Hotels and air tickets for new candidates. Preparing the report of monthly attendance.
Recruitment:
Making shortlist summary for candidates. Contacting shortlisted candidates by emails and phone. Preparing interview schedule for selected candidates. Preparing interview report for SG approval. Coordinating and arranging travel reservations for Hotels and air tickets for new candidates.
Main Jobs & Duties :-
Payroll:
• Performs payroll and related procedures accurately and efficiently.
• Control the process of employee changes (pay, department, payroll deductions, etc.)
• Implement audits to ensure accuracy of HR and payroll data and corrects discrepancies.
• Monitor the time / attendance, leave and absence systems in accordance with applicable policies and guidelines.
• Maintain various Off-Cycle Transactions:
a. Resignation/ Termination Pay
b. Loan Request
c. Housing Advance
d. Vacation Pay
e. Other additional payment
• Prepares various system reports and maintains files as required.
Employees Information:
• Collecting and maintaining employee’s data.
• Maintaining employees information table (Manpower Report).
• Classifying employee’s grade.
• Making employees ID numbers.
• Maintaining scan copy for employee’s official documents.
• Creating employee’s e-files.
Medical Insurance:
• Addition of employees with their family members.
• Maintaining all insurance data in separate tables.
• Deleting resigned employees and money refunded.
• Preparing Bupa invoices as per companies, and following up with Acc. Dept. for payment process.
Bank Procedures:
• Opening Salary Agreements with Albilad Bank for six internal companies.
• Opening bank accounts for employees.
• Preparing bank salary sheet for each company.
• Uploading salary sheet online via bank website for each company.
• Contacting the bank for any other issues related to salaries.
• Contacting the bank for solving employees problems such as:
• ATM card replacement.
• Re-issuing new password.
HR & Admin Work:
• Making and sending internal memos and circulars.
• Making employee’s official letters.
• Making and sending all kinds of announcement with coordination with SSD & HR Manager.
• Preparing vacation, E.O.S payment settlement.
• Preparing and calculating Overtime payment settlement.
• Making employees contracts.
• Making job offers for employees.
• Creating, developing HR & Admin forms.
• Sending shipment via TNT.
Recruitment:
• Helping HR Manager in making shortlist summary for candidates.
• Contacting shortlisted candidates by emails and phone.
• Preparing interview schedule for selected candidates.
Policy & procedures:
• Helping HR Manager in setting up and negotiating some rules for preparing the policies as per labor office laws.
• Maintaining the format of the policy and procedures for all companies as per their special rules.
• Introducing new policies to be applied.
• Maintaining and Scrutinizing the Employee’s master data and Employees Record in SAP.
• Arranging and Participating in Hiring Process, ‘’Local & Overseas Recruitment, interviews, hiring, and designing job descriptions’’
• Coordinate with Outsource companies to align with them for outsource labour problems and resolving them on time.
• Preparing and submitting the Payroll to the Outsource labour for payment.
• Dealing with the Loans for employees and keeping the accurate record for each employee.
• Handling the attendance sheet, payroll, vacations, medical insurance and Contracts of the employees.
• Coordinating for the medical insurance and renewal of the policies.
• Arranging and booking the Hotels and tickets for employees.
• Arranging the events of the company as and when required.
• Holding a petty cash for online payments.
• GOSI, M.O.L & MUQEEM in collaboration with G.R.O’s.
• To deal with the customer and manage their needs.
• Receiving work orders from clients.
• To coordinate with our engineers staff and clients.
• To make several visits to our current clients to inquire about our service .
• To prepare customers quotations.
• To coordinate the courses classes.
• Receiving courses orders from applicants.
• Arranging the class timing Schedules.
• Providing the necessary equipment’s to the Applicants.
• Issuing the certificates.
• Communicate with applicants to ensure courses quality and efficiency.
• To meet the truck drivers for the purpose of paying them.
• Collecting the invoices from the drivers and enter them to the system.
• Making report of the invoices to the Finance management.
• Distributing the invoice books to the supervisors.
• Checking and correcting the data entered by the data entries in the system