Administrative Assistant
EFM Management FZ LLC
Total years of experience :7 years, 1 Months
Organize periodic renewal of employment visas and licenses
• Submission of correct documentation for employment and dependent visa applications
• Submission of correct documentation to obtain licenses
• Arrange medical tests and accompany employees to the medical center
• Accompany the employee as they exit the country
• Maintain a spreadsheet of expiry/ renewal dates
• Manage a database of all passports and residence visas
• Assisting Accounts Department
• Payroll
• Manage any IT related issues
• Ensuring filing systems are tidy and kept in a manageable order
• Other ad hoc tasks
• Arrange travel requirements of employees to other countries. i.e. Visas, hotel, and flight bookings
Renewal of all Licenses (Company Trading License, Staff Health Insurance, Custom Card, Fire Fighting and First Aid Training)
• PAYROLL
• Monitoring of the CEO and Executive Director Visa Renewal (China, Italy and other Visa) required for Business Trip and Ticket Booking.
• Provide staff orientation, basic counseling to staff that has performance related obstacles.
• Monitor staff attendance, scheduled absences such as holidays or travel and coordinate actions to ensure staff absence had been adequately covered off.
• Coordinate staff recruitment and selection process (Visa Processing - New Visa, Visa Cancellation and Visa Renewal)
• EMPLOYEE RECORDS & FILES
- Maintain all employees hard files and ensuring their tidiness, continuous update and Keeping track of changes in the organizational chart
• INTERNAL AND EXTERNAL CORRESPONDENCES
- Prepare, secure signatures and approvals of personnel transactions up to filing in the personnel file; Promotions, Salary Adjustments, Transfers, Warning Letters, MEMORANDUMS, Staff Announcement, Resignation Acceptances, Terminations and other internal letters as required by PAM.
- Prepare correspondences for Freezone Requirements letters (JEBEL ALI/FUJAIRAH) Bank Loan Letters and Salary Certificates, Visa Letter addressed to consulates, Experience Certificates for resigned;
- Prepare drafts and other correspondences (English ) as required by the Personnel and Admin Manager
• ADMINISTRATIVE
- Responds to request verifications of employment via phone or e-mail from external source (banks, etc.)
- Updating of company provided mobile set and SIM card for old and new.
- Key Performance Indicator and Reporting
- Provide and submit other reporting requirements as requested by PAM
• RECRUITMENT / TRAINING DUTIES
- Conduct Company new employee orientation.
- Recruit, screen, interviews, and participates in the team selection process to fill vacant positions .
- Coordinates with department heads for job description preparation, revision and amendments as per specific task for each staff,
- Ensuring concise and quality posting of job advertisements.
- Effective management of cost and process for recruitment agencies and advertising campaigns.
- Conduct phone screening as well as face-to-face meetings with the applicant. Submit concise feedback about the strengths and development needs, and making appropriate recommendation to the Personnel and Admin Manager and Department Manager.
- Prepares the initial interview assessment and profile to be submitted to HR Manager
- Assist as required by the Personnel and Admin Manager to negotiate offer and contracts with candidates.
- Effective monitoring and follow up of the six months performance appraisal for new employee.
- Preparing job offers for accepted candidates and employment contract as well .
- Coordinate with PRO for visa issuance and arranging all the necessary Docs .
- Receives, review and verify submitted hiring documents of the new hires, ensure completeness, accuracy and compliance with established recruitment policy. Prepare hard files and update MENA HR system for new hires.
- Manage the relocation arrangement for new hire employees (ticket, request for the required visa and accommodation).
- Send/Notify thru emails the applicants that were not considered
- Preparation of customer training certificates done by the SHEQ department to specified customers.
• Managing end to end requests in Zendesk to coordinate with foreign employers and employees in Australia and New Zealand
• Generates Employment Contract, Offer Letter, Job Description, and Memo’s
• Inputs employee’s data in Saphron and Oracle for processing New Hires, Changes such as personal data, payroll records, employment status, and Cease/Termination from the company.
• Generates ad hoc and monthly reports to monitor completeness and accuracy of processed data of employees in the system.
• Handles 4 areas in Human Resources: Recruitment, Timekeeping, Movements, and Employee Discipline.
• Conducts daily interviews and screening of applicants.
• Provides list of company requirements and coordinates with the company nurse for medical of applicants
• To follow up and check with applicants on the completeness of requirements for validation
• Coordinates with training officer and managers for company briefing and orientation
• Generates Employment Contract, Offer Letter, Job Description, and Memo’s
• Provide general employment information and appropriate forms to applicants or employees, ensuring that when forms are submitted, they are completed thoroughly accurately
• Ensure that all received inquiries, requests and/or complaints are properly attended / resolved
• Maintain and update records of employees.
• Perform other tasks assigned by the branch/ management from time to time.