Human Resources Generalist II
Texas A&M University At Qatar
مجموع سنوات الخبرة :26 years, 1 أشهر
Managing and maintaining the Human Resources (HRIS) database. Coordinates the day-to-day operation of Human Resource at the Qatar Campus in such areas as classification employment, database management, offer preparation, benefits management and acts as an HR liaison for Staff, Research Staff and Student hiring.
Tasks & Responsibilities:
Hiring (Staff, Research and Undergraduate Students)
• Works Directly with Directors and faculty to create and post full-time and temporary staff (research, Non-research and undergraduate Student) positions.
• Coordinates and provides support to hiring managers with the hiring of staff personnel, including ensuring adherence to required hiring practices, and maintaining and ensuring accuracy, completeness, and approval of the positions file and pre-offer requirements.
• Assists and advises supervisors on the TAMUQ process to request the filling of vacancies and routing through appropriate approvals. Ensures budget approval is acquired per each vacant position request.
• Prepares offers of employment for newly hired and extended staff (research and non-research). Ensures the immigration status of newly hired and extended staff is in compliance with Qatar Labor Law. Ensures proper pay rate, working hours, work title, and job duties are incompliance with payroll and HR regulations and that proper documentation are approved through the chain of command.
Allowances, Benefits and Compensation
• Advises on different incentive packages and allowances assignments.
• Works directly with Managers and guides them on preparations and processes for reclassifications and salary increase requests for staff (research and non-research) positions.
HR Liaison
• Serves as a primary contact/HR liaison for full-time personnel/positions actions (position creation, reclassifications, position posting, hiring, position, position description updates…etc.) for the most recent responsibility for research positions in addition to regular staff positions.
• Serves as a Liaison with the main campus HR (Class and Comp, and Recruitment) and acts on behalf of the hiring managers.
• Ensures completion of staff position files. Ensures position descriptions are certified annually by the employee and supervisor.
Data and File Management
• Overlook and Manages the data entry process of employment, and personal records of each TAMUQ employee and family member.
• Responsible for organizing and maintaining position files for newly established and posted positions. Organizes documents in electronic files. Provides guidance for hiring managers on documents that should be present in each position file.
• Generates monthly reports and creates adhoc reports as necessary and as requested by the Director of HR and other administrators/ upper management. Coordinates with Information Technology as requested by the director to enhance HRIS functionality, add new fields…etc.
• Creates and Manages University Identification Numbers (UIN), and notifies other departments when a new UIN is created, being re-activated, or de-activated.
• Structures and maintains the human resource share drive and ensures all information is correct and current.
Leave Management
• Serves as leave administrator for all benefits-eligible faculty and staff positions using the HRIS.
• Guides supervisors and employees regarding leave issues and interpretation.
• Responsible for making sure all faculty know and understand leave rules, policies, and procedures.
• Serves as the primary contact for all faculty, staff and researchers on all leave related matters.
Maintaining the Human Resources (HRIS) database. Assists the management with the day-to-day operation of Human Resource at the Qatar Campus in such areas as classification employment, database management, offer preparation, benefits management and acts as an HR liaison for staff hiring.
Tasks & Responsibilities:
Hiring Temporary Staff Employees
• Responsible for posting all temporary staff positions (wages-no benefits) at TAMU HR system, coordinates and provides support to hiring managers with the hiring of staff personnel, including ensuring adherence to required hiring practices, maintaining, ensuring accuracy, completeness and approval of the position file and pre-offer requirements.
• Prepares offers of employment for TAMUQ wage only employees (Temporary hires), ensures budget approval is obtained, ensures the immigration status of newly hired temporary staff is incompliance with Qatar Labor law, ensures proper pay rate, working hours, work title and job duties are incompliance with payroll and HR
regulations and that proper documentation are approved through the chain of command.
• Prepares offer renewals for wage employees. Tracks offer extensions and notify hiring supervisors.
Database Management
• Manages the data entry process of employment, and personal records of each TAMUQ employee and family member.
• Ensures TAMUQ personnel and family records are current in the HR database systems (HRIS and ImageNow, the electronic filing system).
• Develops various reports and queries using the database information.
• Requests University Identification Numbers (UIN), and notifies other departments when a new UIN is created, being re-activated, or de-activated.
• Structures and maintains the human resource share drive and ensures all information is correct and current.
• Manages Crisis Management data populated in the Emergency Contact module in the HRIS. Collects proper information and documents from employees and family members. Ensures data are always current and accurate in the HR database systems.
HR Liaison
• Serves as a secondary HR Liaison for the TAMU HR PATH system. Works on establishing, reclassifying, posting, and updating positions using TAMU HR systems.
• Responsible for posting all staff positions, coordinates and provides support to hiring managers with the hiring of staff personnel, including ensuring adherence to required hiring practices, maintaining, ensuring accuracy, completeness and approval of the position file and offer requirements.
• Responsible for organizing and maintaining position files for newly established and posted positions. Organizes documents in electronic files. Provides guidance for hiring managers on documents that should be present in each position file.
• Ensures completion of all staff position files. Ensures position descriptions are certified annually by the employee and supervisor.
• Assists hiring managers with the Compliance Hiring Matrix when needed. Follows up with hiring managers to ensure post-hire paperwork is completed in a timely manner.
Leave Management
• Be part of the Leave Administrators who manage leave for the Qatar campus leave eligible employees using the HRIS. Assists with guiding the supervisors and employees regarding leave issues and interpretation.
Other Duties
• Serves as a backup for the HR Assistant Director as needed.
• Along with the department’s admin maintains the department’s Web page, post news and announcements on the University’s internal site Marhaba.
• Prepares and issues business cards for TAMUQ faculty and Staff upon request
• Follows up, track and deliver business cards to the designated employees
• Performs HRIS orientations for new employees upon arrival to Qatar. Assists current employees with the new HR procedures or automated modules.
Provide primary administrative support for the Human Resources Services department at the Qatar campus (TAMUQ). Responsible for maintaining Human Resources database. Assist Human Resource staff with the day-to-day operation of the Human Resource Services Department in such areas as immigration, database management and housing.
Tasks & Responsibilities:
Operations Duties include but are not limited to:
• Data maintenance and entry for employment records of all TAMUQ employees and family members using HRIS
• Organize HR documents into ImageNow
• Request and Circulate new employees UINs
• Maintain and update the Marhaba portal HR documents, news, FAQs and links
• Maintain HR web site
• Prepare temporary staff employment contracts for TAMUQ - upon request
• Perform HRIS orientations for new employees upon arrival to Qatar, and assist existing employees on the new HR procedures or automated modules - upon request
• Assist the HR Operations Manager in her support of the newly established Research and Graduate Studies program with HR Operations through creating and posting jobs on TAMU-Jobs website.
• Update and Track TAMUQ personnel and family records are current on HRIS
• Back Up for the Operations Manager
Administrative Duties include but are not limited to:
• Liaison for the CPS and CAP certifications
• HR point of contact with the Qatar Support Office regarding Visitors to the Qatar campus
• Manage and maintain the visitors workflow through the HRIS visitors automated system
• Arrange hotel reservations, housing and school tours for upcoming visitors;
• Maintain and coordinate School applications and enrollment procedures
• Update Finance regarding the billing of visitor’s reservations, especially when requested to bill from specific accounts; ensures Finance receives proper invoices the payment of each TAMUQ visitor
• Generate Visitors’ and Relocators’ reports on weekly basis and circulate it to designated personnel’s;
• Prepare weekly travel list for distribution
• Arrange and prepare business cards for TAMUQ Faculty and Staff;
• Prepare requested letters of employment, salary certificates, embassy letters and other letters as requested;
• Organize and coordinate with QF to prepare necessary letters for Sponsored TAMUQ employees;
• Communicate with Local banks to assist TAMUQ Faculty and Staff
• Communicate with QF facilities to request and prepare QF family identification cards
• Communicate with QF Learning & Development to receive training announcements and various learning opportunities
Immigration duties include but are not limited to:
• Perform Immigration orientation for new arrivals, making sure to provide them with all necessary information;
• When Filling in for the HR Immigration Manager/Coordinator, prepare new employees passport and necessary documents to send to QF and prepare necessary appointments for the Residency Permit procedures;
• Back Up for the Immigration Coordinator
General Duties include but are not limited to:
• Attend monthly Learning & Development Committee meetings at Qatar Foundation to reach the best solution to provide TAMUQ staff with the necessary training needs - Meetings have been on hold since the beginning of September 2010
• Track orientation and employee development,
• During 2010, I assist the Program Coordinator with recent employee development training sessions and am looking forward to assisting her more with her future visits.
• Provide administrative and other functions in support for the Human Resources department.
• Perform data maintenance and entry for employment, immigration, housing and contact information records of all TAMUQ employees using Human Resources Information System (HRIS)
• Deal with highly sensitive and confidential administrative matters and responds to non-routine information requests
• Gather information and conduct research in support of the HR department; create and maintain administrative databases, and prepare presentation and communication materials
• Maintain and update HR web page posted on the main University's web site.
• May supervise, train and evaluate the work of other support staff and/or Student Workers
• Coordinate, organize and maintain the department files and records.
Develop, evaluate and ensure adherence to office procedures, monitor office procedures to eliminate duplication of effort and to streamline flow of operations, and maintain office supplies and equipment
• Coordinate with other Administrative Assistants to ensure the overall flow of work in the department by analyzing requirements for projects or initiatives and assuring the confidentiality of mail, correspondence and reports.
Supports the Human Resources Project Director in the effective fulfillment of his/her role by taking responsibility for all delegated administrative and support tasks
Tasks & Responsibilities:
• Prepares and updates the HR Project Director agenda with meetings, communications, conferences, travel, hotel booking, gate passes etc. ensuring the timely awareness of the Director and other parties involved.
• Drafts and/or types a variety of materials, such as memorandum, reports, presentations and minutes of meetings.
• Records and transcribes a full range of strictly confidential correspondence, meeting materials, reports, and minutes, and maintains the security of human resources files and other departmental files as needed.
• Submits and follows up in a timely manner with the HR Project Director on correspondences, deliverables, receipts, invoices, etc. requiring signature and/or approval.
• Assists in the preparation of immigration or recruitment documents as required.
• Receives, stamps, sorts and submits incoming non-confidential mail for the Director’s review.
• Copies, distributes, files and retrieves the Director’s incoming and outgoing mail.
• Follows up and expedites replies/actions requested by the Director internally within SMRC and externally.
• Provides ad-hoc assistance to the Director’s VIP visitors.
• Creates and manages the human resources files for all employees with strict confidentiality.
• Orients, trains and/or supervises other support staff as required.
• Attends internal or external meetings with the Director and prepares & distributes the minutes of meeting as requested.
• Arranges meetings with tour agencies etc. for new hires.
• Ensures that confidentiality is maintained in all transactions
•Assist the HR Project Team in meeting project deadlines, deliverables and responsibilities. As the first point of contact within the Human Resources Department, I must ensure that the image projected is a positive first impression on behalf of the HR Department
• Process all non-confidential correspondence that enters the office such as letters and faxes by either forwarding it to the right employee or replying when appropriate. Ensures that correspondence is dealt with in a timely and professional manner. Providing reception support by greeting visitors and staff, asking appropriate questions to gain complete understanding of how to assist and follow up.
• Providing Administrative support in functional areas of a human resources department as required and when requested to provide typing, filing, reception, faxing, photocopying, scanning, shredding, and booking rooms as required.
• Receiving and placing orders for office supplies in a timely manner, follows up to ensure delivery has been received.
• Greeting candidates and announcing their arrival to the appropriate Recruitment Team member.
• Providing timely and accurate translation of documentation from Arabic to English and from English to Arabic as required for business purposes by HR staff.
• Word processing in a timely manner a variety of materials and submitting such material for review, signature and circulation including minutes to departmental meetings, letters, reports, and other documentation requested by HR Department staff.
• Conducting a daily news environmental scan on the local English language newspapers clips and provides same to the Project Director to ensure current knowledge of local political, human resource and labour law issues, changes and decrees.
Responsible for organizing and handling the status of the venue. Handling the volunteers whom shall be divided to groups to handle different criteria such as
• Catering.
• Checking in/out
• Morning/evening shifts
• Scheduling games times
• Transportation.
• Ticketing
• And more…
Responsible for arranging immigration work for Qatari and Foreigners through immigration, labor and traffic departments. Issuing:
• Immigration Section Correspondents and Mail.
• Issuing entry Visa for DAGOC staff and their families.
• Processing Resident Permits, Medical and Finger Prints for newly enrolled DAGOC staff and family.
• Processing Driver's Licenses.
• Changing sponsorship to DAGOC or the other way around.
• Processing Lendees procedures and forms.
• Resident Permits renewal for staff and family.
• Resident Permits cancellation in the case of resignation or job termination.
. Kenana Language Schools.
Responsible for arranging the manager’s meetings. In charge of assembling his appointments. Arranging phone calls and faxes. Writing important emails, memos and faxes. Translating important documentaries. Managing files (filling) and important documentaries for the company.
Faculty of Arts teaching groups, English Department.
Responsible for arranging appointments for the producer, and handling the filling and important official office documentaries. Assisting the producer during shooting days in the set and arranging the attendance of the working staff (location set designer, wardrobe designer, cameramen, director, models…etc). Moreover, arranging the equipment used in the location and making sure of the timing of its arrivals and departures.
the effective fulfillment of his/her role by taking responsibility for all delegated administrative and support tasks
Tasks & Responsibilities:
• Prepare and update the HR Project Director agenda with meetings, communications, conferences, travel, hotel booking, gate passes etc. ensuring the timely awareness of the Director and other parties involved.
• Draft and/or type a variety of materials, such as memorandum, reports, presentations and minutes of meetings.
• Record and transcribe a full range of strictly confidential correspondence, meeting materials, reports, and minutes, and maintains the security of human resources files and other departmental files as needed.
• Submit and follow up in a timely manner with the HR Project Director on correspondences, deliverables, receipts, invoices, etc. requiring signature and/or approval.
• Assist in the preparation of immigration or recruitment documents as required.
• Receive, stamp, sort and submit incoming non-confidential mail for the Director’s review.
• Copy, distribute, file and retrieve the Director’s incoming and outgoing mail.
• Follow up and expedites replies/actions requested by the Director internally within SMRC and externally.
• Provide ad-hoc assistance to the Director’s VIP visitors.
• Create and manage the human resources files for all employees with strict confidentiality.
• Orient, train and/or supervise other support staff as required.
• Attend internal or external meetings with the Director and prepares & distributes the minutes of meeting as requested.
• Arrange meetings with tour agencies etc. for new hires.
• Ensure that confidentiality is maintained in all transactions
Further tasks and responsibilities assigned to me as the Departmental Administrative Assistant for the Human Resources Department assigned:
• Assist the HR Project Team in meeting project deadlines, deliverables and responsibilities. As the first point of contact within the Human Resources Department, I must ensure that the image projected is a positive first impression on behalf of the HR Department
• Process all non-confidential correspondence that enters the office such as letters and faxes by either forwarding it to the right employee or replying when appropriate. Ensures that correspondence is dealt with in a timely and professional manner. Providing reception support by greeting visitors and staff, asking appropriate questions to gain complete understanding of how to assist and follow up.
• Providing Administrative support in functional areas of a human resources department as required and when requested to provide typing, filing, reception, faxing, photocopying, scanning, shredding, and booking rooms as required.
• Receiving and placing orders for office supplies in a timely manner, follows up to ensure delivery has been received.
• Greeting candidates and announcing their arrival to the appropriate Recruitment Team member.
• Providing timely and accurate translation of documentation from Arabic to English and from English to Arabic as required for business purposes by HR staff.
• Word processing in a timely manner a variety of materials and submitting such material for review, signature and circulation including minutes to departmental meetings, letters, reports, and other documentation requested by HR Department staff.
• Conducting a daily news environmental scan on the local English language newspapers clips and provides it to the Project Director to ensure current knowledge of local political, human resource and labour law issues, changes and decrees.
• Assisting with the new hire orientation by preparing information packages, arranging introductory visits and tours of Education City as required.
• Initiating the application for QF cards and vehicle stickers for all new hires including follow through to completion and passing on to staff.
• Upon notification of new hire, I complete the office prep including coordinating with other SMRC departments for the installation of a phone, email address, computer, internet connection and office supplies in the assigned office space.
• Maintaining and updating a comprehensive filing system, including business correspondence, a variety of reports, faxes, circulars, local and foreign addresses, telephone numbers, newspaper articles, business journals, periodicals and other related documents.
• Answering all incoming telephone calls to the office and assisting to the caller or transfers to the appropriate person. Takes and conveys messages and answers general queries in a pleasant and efficient manner
• Using a wide range of computer packages to assist in duties such as creating and maintaining an internal telephone directory, the Common/HR folder on the shared services drive, and producing a wide variety of documentation and manuals
• Ensuring that confidentiality is maintained in all transactions
achievements in my current role:
• Managed and Streamline the Deployment process
• Worked with Business Operations and IT to create and develop the new electronic automated online request for payments on Marhaba
• Worked with TAMUQ HR Team on the implementation of the new allowances, incentives and benefits effective September 2017
• Worked with TAMU HR team gathering and preparing Qatar Campus employees’ information and Data for implementing the new System Wide Pay Plan for the Qatar campus employees.
• Maintain an update of all employees names and supervisors on PATH reflecting the new System Wide Pay Plan
• Created Process Map for the Hiring of Temporary Employees (Wage) as part of the HR Operations processes for internal use by HR
• Worked with MarComm, Business Operations and IT to create and develop the new electronic automated request for Business cards on Marhaba
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