Employee Relations Coordinator (RLOC)
Qatar Chemical Company - Q Chem
مجموع سنوات الخبرة :18 years, 2 أشهر
• Supporting the employees with all kinds of Human Capital queries and help resolve HC related administrative issues by providing employees with information related to HC Policy implementation and answer all their questions regarding its implications.
• Creating employee profiles in SuccessFactors for new hires as part of onboarding process and maintaining profile details of existing active employees (e.g. personal & job information, dependents details, educational qualifications, point of origin, permanent home address, passport, QID details, bank details, dependents records and other relevant information as deemed necessary).
• Maintaining employees’ leave quotas and coordinating leave requests. Ensuring that all necessary documentation and approvals are complete and requests are in line with HC Policy.
• Booking air tickets for mobilization, repatriation and school passage for eligible employees or dependents. Facilitating the request for quotation until issuance.
• Leading the preparation and initiation of monthly probation forms in the system for new employees and send to concerned line managers for evaluation and feedback. Then, oversees the weekly review of in process and pending probation forms. Sending official confirmation notification email to employees upon completion of probation, ensuring information is maintained in the employees’ profile in the system.
• Coordinating the process of employee separations and documentation. Assisting the employee on the offboarding process.
• Calculating End of Service Benefit entitlements for advance claims and for separating employees.
• Processing all kinds of employee benefits requests, and preparing/compiling documentation for all kinds of reimbursement claims and ensuring that all necessary documentation, and approvals are complete in line with the HC Policy; advising employees of loan approvals and Finance for payment.
• Maintaining education assistance records and ensure that all entries are accurate and that schools are paid on time, as per invoices received.
• Reviewing and maintaining records of finance invoices regarding to school payments, ticket payments, business trips, etc.
• Assisting the Employee Relations Officer and Employee Relations Supervisor on monthly payroll processing by collaborating in the review of payroll entries to ensure correctness and all claims/entitlements. As well as the preparation/compiling of documentation for off-cycle payments to employees. Paying attention on details certain important areas that include basic salary, approved allowances, overtime payments, employee category, claims against applicable benefits entitlements etc. accurate as per Human Capital Policy
• Checking and balancing employee account with Finance for any posting imbalance due to financial or technical reasons and ensuring that total amounts are accurate as per HC Policy entitlements and that all approvals have been received.
• Assisting in the preparation of monthly payroll reports to be submitted to the Finance department.
• Preparing monthly Manhours report as part of Safety department’s requirement.
• Preparing all kind of letters for internal and external correspondence (e.g. letters to bank, embassies etc.). All letters to employees with regards to changes in their grade, status, location, position etc.
• Handled analytical studies concerning workforce planning; reviewed situations and developed recommendations for addressing manpower and organizational issues during annual manpower budget exercises.
• Contributed to the development and maintenance of the organization’s manpower plan (manpower size, quality and organization) and forecast to ensure alignment to Q-Chem’s business requirements.
• Supported in the review of actual manpower movements against planned to ensure that plans are adhered to and the necessary actions are taken in contact with all departments as needed by following up on ad-hoc activities to ensure the successful completion of all required tasks.
• Supported in the activities related to the collection, compilation and analysis of data requisite for the development of Q-Chem’s annual manpower budget (e.g. position changes, transfers, replacements, available vacancies) to ensure timely completion of manpower planning budget.
• Ensured that all documentation is consistent and updated ensuring that all justifications and all increases/deletions and reclassifications are in order.
• Initiated revisions/updates for several departmental policies and forms and contributes to the identification of opportunities for the continuous improvement of departmental systems, policies, processes and practices considering ‘international leading practices’ to improve productivity and operational efficiency.
• Assisted in the preparation of relative reports in a timely and accurate manner to meet the departmental requirements, policies and standards and prepare related ad hoc reports as required to be used by senior management in decision-making.
• Maintained records for all manpower/position movement, including terminations, resignations, secondment, transfer, promotions and re-designation. Acts as document controller ensuring that all documents, forms and general paperwork are filed in an orderly and consistent way ensuring a complete historical record of manpower transactions.
• Mentored a Qatari National Trainee and co-mentored a Developee who successfully completed their career development plan and confirmed to their target positions in the organization as a support to the company’s nationalization goal.
• Focal Point for the Qatarization Information System (QIS) data entry as part of the annual review of State of Qatar Energy & Industry Sector Five-Year Strategic Qatarization Plan (from 2013 to 2017).
• Coordinated manpower activities such as, employment requisitions, transfers/movements, promotions, terminations and placement of temporary (base load contractor) employees.
• Coordinated Manpower related matters in mobilization and demobilizations of Direct Hire, Secondee, Base Load Contractors at Q-Chem, QII & RLOC.
• Coordinated the preparation of departmental organizational charts and reports as requested, to support reorganization proposals, change of titles and reporting structure.
• Supported in synchronizing department projects, plans and in achieving its objectives as guided by the Manpower Planning Supervisor.
• Collaborated with the Recruitment Section about vacancies with approved Manpower Requisition Form (MPR) for hiring.
• Participated in the collection, compilation and analysis of relevant data to be used in the department’s annual manpower planning exercise, e.g. manpower chart, budget, performance appraisal, etc.
• Collaborated with the contractors' in-charge in ensuring the right number of Base Load Contractors supply in the company.
• Prepared/designed departments' organizational charts proposal as instructed by the Manpower Planning Supervisor.
• Provided support and updates to the Qatarization Committee.
• Operated various processes in SAP System.
• Assisted in coordinating with departments’ projects at the planning stage, to ensure the overall goals and mission of the organization was adhered in reflecting operational requirements.
• Assisted in liaising with the secondees' parent company of their mobilization and demobilization information.
• Assisted in drawing manpower charts, verifies and checks against the approved organization chart, highlights the pending cases and reports to Supervisor as necessary.
• Assisted the Manpower Planning Supervisor in checking and evaluating the Qataris Development Plans to ensure the accuracy of details.
• Maintained the filing system of the Manpower Planning unit, utilizes all related information, references and records based on daily manpower movement to ensure that they are properly documented/filed and also their confidentiality/security are well maintained at all time.
• Ensured proper routing of incoming & outgoing documents. Sent communication update to departments upon approval of any manpower documents.
• Maintained monthly Base Load Contractors' organization charts and Base Load headcount report.
• Accomplished assigned tasks in Recruitment Administration.
• Liaised with Recruitment Agents for processing of applications.
• Maintained recruitment files and records.
• Dealt with different kinds of inquiries related to recruitment and attending to phone calls.
• Received and filed CVs of Qatari and Non-Qatari applicants.
• Prepared necessary documents to complete the recruitment process, i.e. salary approval forms, offer letters, internal salary memos for Finance and PA, PEM forms.
• Conducted computer and trade tests for technical / clerical candidates.
• Arranged schedules and document interviews, job offers, pre-employment medicals, gate passes, etc.
• Arranged interview schedules and recruitment trips.
• Communicated recruitment requirement and ensure accuracy of job advertisements.
• Managed incoming and outgoing messages to and from recruitment agents.
• Compiled all CVs and arrange filing as per OE requirement.
• Arranged new employee files for newly on-boarded employees; secured copies of files and submitted originals to concern Department (ensured all information are intact).
• Taught “Introduction to IT” computer subjects.
• Assisted the records officer in preparation of school’s essential documents.
• Involved in maintaining the computer facilities.
• Organized IT events for faculty and students.
• Managed records of office activities, business transactions, and other activities.
• Maintained filing storage, inventory, mailing, and database systems, either manually or using a computer.
• Managed incoming e-mails, answer correspondence, and prepare outgoing e-mails.
• Reviewed files, records, and other documents to obtain information to respond to requests.
• Designed variety of multimedia platforms.
• Designed publications for various organizations and events.
• Produced marketing designs and business propagandas.
• Assisted in teaching minor subjects. Substitute upon the absence of IT instructor.
• Troubleshoot computer hardware and software problem.
• Operated office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
• Maintained filing storage, inventory, mailing, and database systems, either manually or using a computer.
• Managed incoming mail, answer correspondence, and prepare outgoing mail.
• Reviewed files, records, and other documents to obtain information to respond to requests.
• Type, format, proofread and edit correspondence and other documents using computers.
• Trained other staff members to perform work activities, such as using computer applications.