HR / ADMINISTRATION Manager
UNION REBAR FACTORY
Total years of experience :20 years, 0 Months
• Providing operational HR support to management heads for all activities related to HR including recruitment, employee relations, performance and absence management, Employee Hand Book, compensation and benefits, on-boarding and training and Maintains company organization
• Maintains Staff Accommodation, Transport, Attendance and Leave record, Air ticket, Recruitment.
• Monitor the Company’s Time and Attendance system for all Projects
• Ensure proper implementation of company policies and procedures relating to HR management
• Assisting in Renewals, update and maintaining of the trade licenses and other government certificates of all company’s legal entities in the UAE to ensure that the documents are up-to-date.
• Attended to employee inquiries, concerns & grievances and provides necessary assistance & actions to solve matters accordingly in coordination with the CEO and CFO.
• Prepares and maintains / update the employee handbook.
• Maintains Human Resource Information System records and compiles reports from database.
• Managed recruitment operation brought by resignation, termination, transfer, promotion or need for additional manpower; maintains proper documentation of all manpower request & processing.
• Arrange interviews together with the concerned department.
• Employment documents for newly hired employees & ensures employee acknowledgement.
• Maintains proper documentation & filing of the same; offer letter, undertaking, and employee non-compete agreement, confidentiality agreement, and other related documents.
• Keeps up-to-date employee records & files, and contracts of employment. Complete the necessary documentation and joining formalities for new employee.
• Assist new employee with travel arrangements, accommodation, transportation and job induction.
• In charge of application related to Ministries / Municipalities and other significant departments and, in accordance with services such as mobile & landline phone services connections / disconnections / repairs), mail, Electricity.
• Requests for employment visa processing of newly hired employees; coordinates with PRO, updates in daily basis & submits Summary of visa Status weekly.( Visit Visa, Mission Visa and Employment Visa) Correspondences pertaining to employee movements e.g. transfer promotions, new designation, salary changes, confirmation, increments, etc.
• Respective Accounts Department of affiliates for visa processing funds.
• Ensure all reports are up to date. (Daily & Manpower Report, Visa Master, HR Database in maintaining daily Excel sheets)
• Maintaining Company organization charts and employee directory.
• Conduct exit interviews to identify reasons for employee termination.
• Prepare personnel forecast to project employment needs.
• Prepare and follow budgets for personnel operations
• Managing orientation program for employee to the business and culture.
• Maintains the work structure by updating job requirements and job descriptions for all positions.
• Recruitment / Talent Acquisition (includes writing of JDs for different opening within the organization, posting on diff job portals, sourcing/shortlisting best possible match, conducting and/or coordinating interviews at a base level, maintenance of records and databases.)
• Interface with Group HR and external vendors and suppliers for the implementation of corporate training programs to meet the business needs where appropriate.
• Identify key skills, specialty skills and propose training needs accordingly.
• Produce and submit the payroll journal and the Headcount report to Finance Department on a monthly basis.
• Submit the Personnel latest estimates for all personnel costs and headcount to Finance Department on a quarterly basis.
• In charge of payroll administration and to make all necessary co-ordination to make a smooth and efficient operation.
• Conduct exit and grievance interviews with all departments / staffs.
Project Completed:
• Ruwais Refinery Expansion Project - TAKREER - Ruwais - Abu Dhabi ( 2500 Employees)
• BAB GAS Compression Project - ADCO - Habshan - Abu Dhabi ( 650 Employees)
Key Result Areas:
• Responsible to the Management team on updates of Government regulations / Labour Laws / Overseas Recruitment awareness of Government Department and agency requirements.
• The preparation of documents for Visa Renewals, change of sponsorship, work permit, Gate passes etc.
• Administrating Joining formalities - (ensuring ticket, accommodation, phone / Sim card, Employee Induction, Gate Pass, Insurance, EID card, Labour ID, Desktop / Laptop, workstation, stationary, business cards, airport pick-up, initial cash advance, hotel booking for overseas staff are all organized prior to staff arriving as per client ( ADCO / TAKREER) standard
• Monitoring & following up confirmation appraisal of new employees who passed their probationary period
• Providing operational HR support to management heads for all activities related to HR including recruitment, employee relations, performance and absence management, Employee Hand Book, compensation and benefits, on-boarding and training and Maintains company organization charts and employee directory.
• Ensure all reports are up to date. ( Daily & Manpower Report, Visa Master, HR Database in maintaining daily Excel sheets)
• Knowledge in SAP Payroll, Personnel Administration, Organizational Management, Benefits Administration, Time Management and Project Implementation.
• All kind of official letters ( Offer Letter, Warning and Termination, Bank letters, Demand letters, Consulate letters, ) and maintaining discipline and code of conduct at work
• Compliance of statutory requirements as per labour laws and Managing labour inspections
• Identifying training and development needs within an organization through job analysis, appraisal schemes and regular consultation with department Managers & Conducting orientation sessions and arrange on-the-job training for new hires
• Supervising accurate data records, processing monthly payrolls, reconciliation of payroll figures with the finance department, ensuring audit compliance, preparing & reporting on monthly MIS, providing staff guidance & procedures related to payroll and ensuring HR services provided are as per agreed service levels.
• Updating and prepare the payroll system for 2500 employees as per WPS standard, such as salary increments, new joiners, annual leave, resign and termination, deduction, change in cost center etc.
• Ensure all the proper documents have been received with approvals before processing the payroll
• Accomplishing daily time records during the cut- off dates and calculating Overtime and Holiday overtime hours, Absenteeism reports and other correspondences.
• Collating, checking and entering information for inclusion into the monthly payroll in respect to: additional payments and deductions, overtime and leave in accordance with the Project’s payroll schedule and policies.
• Prepare & compute the final settlement for the resigned & termination staff as per UAE labour law
• Liaise with the internal and external auditors during audit period and prepare audit schedules
• Review advances, deductions and payments against company’s Policy
• Designs, develops and maintain the recruitment process in the organization (including its description, recruitment measurement definitions, Receive & screen CVs, shortlist CV, call short listed candidates, regular measurement reporting.
• Sets the social media communication strategy for job profiles and functions in the organization. FB, LinkedIn & Twitter
• Liaison with group recruitment on raising vacancies, shortlist resumes, interviews, offer letter processing and etc.,
• Supporting Line Managers in interviews and assessment (Personal, Telephonic & Skype).
• Coordinating Overseas Recruitment Agencies and maintain CV Data bank.
• Payroll preparation and cash salary distribution. (650 Employees)
• Maintains Staff Accommodation, Transport, Attendance and Leave record, Air ticket, Recruitment.
• Ensure proper implementation of company policies and procedures relating to HR management
• Assisting in Renewals, update and maintaining of the trade licenses and other government certificates of all company’s legal entities in the UAE to ensure that the documents are up-to-date.
• Attended to employee inquiries, concerns & grievances and provides necessary assistance & actions to solve matters accordingly in coordination with the Group HR General Manager.
• Create policies relating to leave, sickness, reimbursements, travel, Performance Improvement, Disciplinary & Grievance.
• Developing and implementing HR policies, procedures, systems and HR strategy
• Prepares and maintains / update the employee handbook and policies and procedures manual.
• Maintains Human Resource Information System records and compiles reports from database.
• Managed recruitment operation brought by resignation, termination, transfer, promotion or need for additional manpower; maintains proper documentation of all manpower request & processing.
• Arrange interviews together with the concerned department.
• Employment documents for newly hired employees & ensures employee acknowledgement; maintains proper documentation & filing of the same; offer letter, undertaking, and employee non-compete agreement, confidentiality agreement, and other related documents.
• Keeps up-to-date employee records & files, and contracts of employment. Complete the necessary documentation and joining formalities for new employee, assist new employee with travel arrangements, accommodation, transportation and job induction.
• In charge of application related to Ministries / Municipalities and other significant departments and, in accordance with services such as mobile & landline phone services (connections/disconnections/repairs), mail, electricity.
• Requests for employment visa processing of newly hired employees; coordinates with PRO, updates in daily basis & submits Summary of visa Status weekly.( Visit Visa, Mission Visa and Employment Visa)Correspondences pertaining to employee movements e.g. transfer promotions, new designation, salary changes, confirmation, increments, etc.
• Respective Accounts Department of affiliates for visa processing funds.
• Maintenance & Updating Payroll data for 400 Staffs
• Payroll reconciliation, Update all related information about new employees on the payroll
• Receiving & Verifying Attendance, absent days, sick leave certificate & Employees on leave
• Checking New joined & Re-joined Employees, Collecting & entering Deduction List from A/C Dep.
(Salary Advance, Company loan, Petrol & Visit Visa, Visa renewal Deductions)
• Preparation Salary for Overseas Staff (Oman, Kuwait, Qatar & Bahrain)
• Cash Salary Distributing and Preparation Salary Transfer Letter for Banks.
• Maintenance of Labor Data for all Staff Expiry of documents notification (Passport, Labour card and Health card)
• Entering & updating employee Annual leave data and leave Encashment details
• Receiving & Verifying approved Leave Application & Preparation of Annual vacation - Leave Settlement.
• Preparation Final Settlement for Resigned & Terminated Employees & preparation Gratuity’s per UAE Labor Law
• Ensuring collection of interview results and all other related documents such as Education and experience Certificates of selected candidates, and processing the recruitment timely processing of visa arrangements.
• Maintaining the Insurance, Trade License & Lease Agreement (Issue Date & Expiry Date, Location, Brand, Policy)
• All Insurance related to company (Property All Risk, Retail Multi Cover, and Money Policy.
• Arranging Cleaning, Drinking Water and Security Services (Office, Distribution Center & All Outlets)
• Ensure office is always stocked with stationary and other equipment required
• Supervision of 2 HR and Admin Assistants and 2 Office Assistants and 4 Drivers.
• Maintaining Vehicle Files (Hard Copy & Soft Copy with images & Drivers Driving Licenses copy)
• Vehicle Hand Over From, Registration & Petrol Card, Insurance and Collecting Report from Online for Fines
• Bank Account Opening for New Employees, Dealing with Bank Representative for A/C Opening & Vehicle Loans
• Ensure All employees they got PIN no & ATM card and Account activation
• Inputting Sales Budgets for All (55)Outlets on monthly Basis receiving from Finance Controller
• Collecting Fax and email Daily Sales report from All Outlets including Overseas & DC
• Generate Summery report daily basis and Filling all original documents properly
• Emailing reports to Management team (CEO, FC, GM, HRM, BM’s)
• Taking Printouts of all a/c statements (Daily Basis) & Comparing with Daily Sales report (Everyday cash sales)
• Ensure all outlets are cash deposited and Prepare Reports on Daily basis