Business Unit Administrator
KPMG Lower Gulf
Total years of experience :11 years, 7 Months
• Providing full secretarial support, prioritizing and organizing work effectively to meet all deadlines regarding the formatting of documents and dealing with internal queries.
• Manage the diary and calendar of an Audit Partner. Arrange internal meetings and coordinate room and equipment reservations. Coordinate external appointments such as client meetings and conferences.
• Maintain an updated list of clients’ open job codes, raise and maintain records.
• Ensure all filing systems and archive records are accurate and up-to-date.
• Liaise for the document printing, binding, photocopying, inter-office mails and external courier.
• Maintain a pipeline tracker for all the new business opportunities received from the Markets team. Enter new opportunity information into specific SMART system in an accurate and efficient manner.
• Complete employment eligibility verification processes including setup and monitoring of the background investigation process.
• Take full responsibility for receiving, managing, and tracking new joiner’s information from end-to-end onboarding process.
• Deliver services according to agreed service level agreements and operational guidelines.
• Collaboratively work with team members to establish and secure a consistently confidential and trusted work environment.
• Execute offer letter administration which includes creating, sending, and monitoring the return of specific documents for new joiner candidates.
• Enter new joiner information into specific HR systems with strong attention to detail in an accurate and efficient manner.
• Coordinate communications regarding candidate onboarding status with various stakeholders involved in the process.
• Managed employment visa application in coordination with our PRO.
• Processed bank account opening for all new joiners and as well for their medical insurance enrolment.
• Escalate issues when required and work with appropriate parties to resolve.
• Acts as the point of contact among executives, employees, internal partners and external clients.
• Organising meetings and booking meeting rooms.
• Maintain an organized filing of paper and electronic documents.
• Uphold a strict level of confidentiality for all delegate Business Partners.
• Making travel arrangements and detailed travel itineraries, hotel bookings and transportation.
• Rack daily expenses and prepare weekly and monthly reports.
• Monitor, screen, respond to and distribute incoming communications.
• Managed information flow in a timely and accurate manner.
• Delivers full life-cycle of recruitment: Source, screen and prepare candidates for interviews with hiring managers. Conduct final interviews and offer job candidates compensation
• Ensures positive candidate experiences from the initial application to the final on-boarding process.
• Coordinate all the paperwork for all recruitments for Dubai Office
• Prepare HR documents: Offer letters, employment contracts and handbook guides for new hires
• Monitoring Interns & Contractors for their end of contract and advise the hiring manager accordingly
• Acts as the primary point of contact for new hires for queries as well as coordination for visa/labour requirements and liaise with the PRO
• Understanding of local laws and legislation
• Organize and coordinate with various departments/person to ensure everything is in place for the new hire
• Facilitate a smooth on-boarding process for new employees, administer and submit all hiring paperwork as well as assist with the orientation process
• Dealing with different vendors which includes evaluating vendors, negotiating price and preparing reports (e.g. on orders and costs.) Have good knowledge of market research, along with solid analytical skills to make sure of identifying the most profitable offers
• Creates and maintained good relationships with key suppliers to ensure merchandise is high quality and delivered on time
• Enters order details (e.g. vendors, quantities, prices) into internal database
• Ensure that the DSC input for new hires are accurate to generate in the G2N Payroll report
• Organize and maintain personnel records
• Responsible for relocating employees from India, KSA, Egypt, Morocco and Colombo regions to Dubai, UAE. Managed their travel arrangement, temporary hotel accommodation and permanent residence visa
• Preparation of documents for all leavers in the Company (Waiver and release, Exit Form, IT assets collection and Cancellation documents)
• Ensure the Bamboo/People HR Database accurately reflects current staff conditions and details
• General knowledge of Saudi Labour Law (GOSI / Iqama) transfer & enrolment procedure
• Preparation of Business Letters (Experience letters, Resignation Acceptance Letters, Clearance Certificates, NOC Letters, etc.)
• Answer employee’s queries about HR-related issues.
• Responsible for providing full secretarial support, prioritizing and organizing work effectively to meet all deadlines regarding the formatting of documents and dealing with internal queries
• Ensuring all incoming documents in legal department are logged in database, ensure that the documents are handed over to the appropriate personnel, follow-up as and when required
• Responsible for preparing legal notices to the Tenants and support all other assets of the Emaar Malls Group
• File basic legal documents and correspondence
• Answer and direct phone calls
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Duties and Responsibilities:
• Responsible for onboarding all the new joiners within the group of the Company (Iraq and UAE based)
• Organize and coordinate the mobilization of the new joiners
• Conducts induction / orientation sessions to new joiners as per the Company standards
• Handling the Visa Department for processing all work permit, residency visas, business visas etc.
• Coordinate with our outsourced PRO for some related issues connected to the Government Sector and UAE Labor Office
• Ensure the FOCUS HR Database accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave and recording of sicknesses and other leave
• Maintains employee information by entering and updating employment and status-change data
• Maintains employee confidence and protects Company’s interest by keeping human resource information confidential
• Maintains a solid professional relationship with staff and managers
• Coordinate with all departments with regard to Human Resources related activities
• Keep track of probationary periods, assist managers in conducting probationary reviews and performance reviews
• Preparation of Business Letters (Experience letters, Resignation Acceptance Letters, Clearance Certificates, NOC Letters, etc.)
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests.
Recruitment Support:
• Schedule interviews efficiently and effectively
• Post vacancies on website as and when required
• Compile candidate's personnel files and submit to HR Specialist
• Assist Talent Acquisition Manager as and when required
• Organize and coordinate the mobilization of the new joiners
• Responsible for onboarding all the new joiners within the group of the Company (Iraq and UAE) based.
Recruitment:
• Sourcing candidates from different job portals online
• Entering resume in the Citrix System
• Assisting the Recruitment officer & Manager for all the C.V's needs to be edit using ERP System (SAP) and in Company's format
• Scheduling interviews and phone screens working directly with candidates and hiring managers
• Updating candidate records and job postings in recruiting systems
• Providing follow-up correspondence to candidates on recruiting status via phone and email
• Tracking recruiting activities and providing candidate status in a weekly report
• Identifying opportunities for improving candidate experience and scheduling efficiency
• Assisting in the coordination of other recruiting activities as needed
• Prepares files and update reports Assist team in event administration and Clients-related aspects of their vacancies.
Administration:
• Handled various correspondence and co-ordinates in other concerned Dept. local and International
• Maintain the database for candidates who are referred/ shortlisted for future requirements
• Responsible for the management day to day administrative activities and related staff
• Update reports in a regular manner to ensure efficient service and follow up, according to deadlines and departmental procedures.
• Upon receipt of the manpower requests - advertise, shortlist, schedule for interviews, collect & verify documents for visa processing, prepare offer letters, etc. in coordination with HR Executive
• Assist the new joiners, conduct HR induction & document
• Maintain the database for candidates who are referred/ shortlisted for future requirements
• Preparation of personnel file and assigning employee ID
• Collection of Attendance Sheet from Branch on or before 05th of every month
• Checking the attendance report and informing the HR executive about absence of any employee from time to time
• Maintain the leave planner of employees
• Checking the HR/Admin department invoices and preparing statements
• Ensure the proper housekeeping of the office
• Maintain the Company license and lease documents
• Preparing Local Purchase Order to the suppliers
• Assisting Accounts Dept. for preparing RVQ & RVC using Oracle Premia
• Help convey the same to the walk-in customers, I'm also assisting & answering the calls and queries related to Insurance
• Assisting the Managing Director in absence of PA, arranging his calendar appointment and other tasks
• Assisting all employees of the Company.
Preparing Reports:
o By collecting information as requested
o Controlled over correspondence.
Provides Data Reference:
o Ensured that the documents are acknowledged in case there is a dispute on whether the documents were transmitted
o Documentation of incoming and outgoing documents
o Compiles reports and correspondence containing Contract Agreement, Company presentation and Administrative performance.
Completes Requests:
o Handles the general duties such as filing, keeping records, organizing files in the computer, photocopying, printing, scanning, faxing, collating, and responding to the emails of the company and prepares the staff’s letter for the management
o Responsible for the management day to day administrative activities and related staff
o In charge of all computers related jobs like working MS Word, Excel, Editing some AutoCAD drawings and browsing the net for some important information.
