LUISA YLARDE

 BILFINGER BERGER QATAR W.L.L.- Major Contractor of Barwa Real Estate Company, The project is called Barwa City Phase1 Project, with 5968 apartments within the 128-buildings.
(Doha - State of Qatar)
(October 2007 - To date)

1. HR Assistant (Senior HR & Payroll Officer) - HR Department
My current responsibilities comprise of the following:
 Reporting directly to the HR Manager and responsible for managing the payroll for site workers (3000 nos.), ensuring timely payment to all site workers.
 Administering and monitoring daily time sheets submission from site superintendents as well as from each department offices.
 From the imported entries of manhours, preparing monthly Payroll payments (site workers only) in an Oracle Agile Pro & Plus Payroll System.
 Preparing monthly summaries and reports showing amongst other data joiners, leavers, bonus payments, vacation ticket expenses and holiday accruals, taken from the Masters Database of the payroll system.
 Close coordination and assist in the Appraisal System Coordination.
 Coordinating and assisting in administering employment in accordance with the Management Plan.
 Assisting in administering workers deployment, site workers, office staff and officers.
 Well planned and coordinated reports to be submitted to the Head Office.

Detailed Job responsibilities:
 Overseeing the staff work loads and assignments, ensuring smooth work flow of the HR Department.
 Making the necessary adjustment to the Masters Payroll relative to resigned/terminated/inactive status/contract expiration date.
 Handling leave credits (vacation and sick leave) of local staff, including site workers.
 Monitoring and updating Status of Manpower Requirement against all department requisition.
 Handling CVs, from selection to recruitment and deployment process for the Project and preparing final candidates for employment process, from A-Z work process.

With an exceptional track record in the field of Human Resources.
Payroll Administration(in an HRMS Oracle System) and HR Generalists carrying a high and sensitive responsibilities for more than two decades.
During these years, I had been responsible for looking after all the issues pertaining to human resources and payroll administration, ensuring that all company and staff issues are timely resolved. In order to achieve the set goal target, I liaised between various departments to ensure that I remain fully aware of all the issues and take appropriate and timely decisions.

Recently, preparation of WPS reports has been added to my work task for submission to the Bank, and the later will release our employees pay by bank transfer on the basis of finalized WPS reports.

My specific job responsibilities are as follows:
• Administer and process accurate and timely payroll (from start to finish) for all FMM employees ensuring compliance with Qatar and GCC employment regulations and company policies and procedures.
• Reconcile all transactions to Payroll Registers each pay cycle.
• Prepares and verified the WPS report.
• Ensure that annual incentive and award benefits are implemented as per HR policy and procedures.
• Administer and controls the quality of FMM’s staff payroll records.
• Analyses information received after each payroll deadline. Makes necessary corrections to payroll checks or reports overpayments.
• Record FMM’s employee information, such as exemptions, transfers, and resignations to maintain and update payroll records.
• Process all changes including starters, secondments, transfers, leavers and other amendments to payroll and employee data incompliance with policy and payroll requirements.
• Create a master payroll calendar and monthly processing schedules.
• Process and issues employee paychecks and statement of earnings and deductions.
• Send the payroll sheet to the HR Operations and Pay Manager / HR Director for processing.
• Investigate payroll claims and complaints regarding payments and deductions and coordinates necessary changes or corrections. Liaises with Finance department as appropriate.

Payroll Administration(in an HRMS Oracle System) and HR Generalists carrying a high and sensitive responsibilities for more than two decades.
During these years, I had been responsible for looking after all the issues pertaining to human resources and payroll administration, ensuring that all company and staff issues are timely resolved. In order to achieve the set goal target, I liaised between various departments to ensure that I remain fully aware of all the issues and take appropriate and timely decisions.

Most recent additional workloads is the preparation and verifications of WPS reports, submitted to the bank prior to bank transfer of each and every employees salaries and wages.

Toyo-Thai Company being new in Qatar, they have hired me to basically provide advice and assistance on policies, procedures, legislation, and lease agreements.

I have also provided advises on Qatar Labor Laws; Workmens Compensation Insurance, health insurance requirements, Hamad Medical Card and Plant and Machinery insurances.

For Contract contracted with, I have provided advices and playing a major role in work reviews and change processes;

I was also tasked to manage the maintenance of staff accommodation (EZDAN 24/ 30 / 28 / 29 & 32), adhere to labor camp policies and procedures, transportation requirements of the staff and work force of the company in and out of site.

I have also taken care to make a spot inspection of Labor Camps of our sub-contractors.

Major Tasks and Responsibilities:
 Assessed the needs of the organization, redefining organization policy and strategy related to HR function as per organizations plan and vision.
 Implemented the Interviewing System, and create the interview forms, established a new system of resume circulation.
 Drafted new policies and review existing policies based on research and benchmarking in the industry.
 Constantly monitored, by overseeing activities, to ensure HR policy and procedures are implemented, fairly as well as firmly to all levels.
 Reviewed contracts and sub-contracts.
 Recruitment of manpower by sourcing potential candidates; preparing and coordinating arrangements for vacancy advertisement; conducting interviews and making recommendation for selected candidates.
 Maintained the company’s leave record in accordance with the company leave administration policies.
 Created the employment agreement for hiring staff.
 Handled the PRO petty cash, and other related matters.
 Controlled the VIP hotel bookings, and flights as well as with recruited candidates.
 Provide confidential, administrative and operational support to the Directors, CEO, Principals and Senior Associates.

1. Senior Exexcutive Assistant - Office of the President and CEO

 Provided confidential, administrative and operational support to the President & Chief Executive Officer, handle routine office administration, schedule appointments, serve as a liaison between key management personnel, administrative correspondence, and memorandum’s minutes of meeting and reports, including confidential correspondence, taken dictation and transcribed/finalized the same and maintains confidentiality when required.
 Ensured the correct and smooth flow of paperwork to relevant departments / personnel’s, and the results and decisions taken are communicated to concerned individuals / departments and are implemented.
 Organized and designed new filing system for the staff personal files and office documents. Maintain an organized filing and follow-up system for all correspondence.
 Reviewed documents submitted for the President’s approval, to ensure it is complete and in line with policies and guidelines.
 Arranged appointments, travel and hotel arrangements, lunch and dinner reservations, both locally and at an international level.
 Handled all incoming and outgoing correspondences, local / international phone calls, purchasing request and quotations and in charge of the distribution,
 Communicated with correspondent banks abroad regarding Letter of Credit, its opening, negotiation or payment. Review export and import documents to ascertain compliance of the terms and conditions of the Letter of Credit.
 Verified/Checked the prepared Tender Documents and Sales Contracts prior to the President’s & /CEO signature.
 Coordinated with the Sales Coordination Section of the Executive Office concerning needed quote of parts, machinery and equipment .
 Checked with the Accountant for the outstanding Dollar, Euro and Yen deposits prior to making the corresponding payment instruction to local or foreign bank  Maintained personal folder of the President