Senior Technical Assistant
KUWAIT INTEGRATED PETROLEUM INDUSTRIES COMPANY KIPIC
Total years of experience :23 years, 1 Months
Responsibilities:
▪ Ensures that contractual obligations are complied with.
▪ Maintains the updated manpower data of the Contract.
▪ Handling all administrative work: Preparing presentations, taking minutes of meeting, establishes and maintains confidential files and records, and performs administrative tasks carry out typing such as employment approval letters, and preparation of reports and other documents.
▪ Receiving and logging telephonic and service requests from Call Center and communicating the same to Controller Office Admin and taking the proper action.
▪ Dispatch all forms of communication (i.e. memos, request, etc ...)
▪ Assist in data collection for preparation of reports.
▪ Prepares work schedules, monitoring and work progress.
▪ Handle and the focal point for the archiving and storage of documents in accordance.
▪ Handle and the focal point for the courier services in accordance with TNT Company.
▪ Preparation of Daily & Monthly Reports.
▪ Perform other related duties as requested.
Handling all administrative work: Preparing presentations, taking minutes of meeting, establishes and maintains confidential files and records, and performs administrative tasks such as data entry, and the writing and distribution of correspondence and other documents.
Administrate all employees in adherence with the policies and procedures and prepare reports.
Oversee employee compliance with all performance management processes (annual performance review process, goal setting, probationary reviews, employee development planning). Responsible for timely completion of performance reviews and evaluations for all employees.
Support in management of pre-arrival arrangements for candidates mobilising to Kuwait including accommodation arrangements.
Manage travel arrangements and arranging HALA Services (Meet, Greet & Visa on arrival) for candidates’ mobilisation.
Handles all mobile transactions (including SIM cards, handsets, processing payments, preparing letters to ZAIN Telecommunication for SIM replacement, cancellation, downgrading packages ... etc.).
Maintaining list of all Company owned vehicles, Apartments and update timely.
Renewal, Transfer, cancellation and all related activities of Employee Residencies.
Follow up and arranging Air Tickets Booking incidental to staff entitlements and new joiners.
Arrange GP letters and GP tickets for new staff and follow up for activation or cancellation, Availing Business and Employment Visas for employees.
Arrange Hotel Booking in and out Kuwait for overseas candidates and Management.
Resolve administrative problems by analysing information, identifying the root causes and
communication solutions and preventive actions
Coordinate& follows up the proportion evaluation on time for all new joiners, and track the results consequently.
Coordinate& follows up with Human Resources Department and other departments for all related activities of Employee Recruitment, Residencies, Payroll, Compensation, and Final Settlements.
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Complete operational requirements by scheduling and assigning administrative projects; expediting work results.
Handling other assignments in coordination with Ministry of Public Works and Consultancy bureaus.
LIASIONING WITH GOVERNMENT BODIES
1. Traffic Department
Represent the Organization in the Ministry to resolve all issues related to Vehicles & Employees Driving Licenses (Issuance/Renewal/Changing)
2. Municipality / Ministry of Electricity & Water MEW / Ministry of Communication MOC
Registration, timely renewal of Licenses of all Project Offices and other concerned premises appropriately.
Establish smooth communication channels and good rapport with concerned authorities of the Department.
3. DOCUMENTATIONS
Establish proper upkeep and systematic filing of all documentations related to Administration Department.
Maintenance of all Licenses, Certifications and Legal documents.
Drafting all necessary Legal Contracts like Rental agreements, Lease agreements and all other general Contracts and enforce the same with respective parties in co-ordination with our company Legal Advisors.
Human Resources/ Administration
Recruitment and hiring process
Prepares & accomplishes all hiring documents such as employment requisition, interview evaluation, job offer, candidates CV & passport copies, checks for allocating all approvals to continue related process with other concerned departments.
Coordinates & follows up the proportion evaluation on time for all new joiners, and track the results consequently.
Participates in conducting orientation program and induction meeting with the new joiners.
Compensation and Benefits
Enters data for staff payroll
Performance Management
Prepares final settlements and complete requirements as per exit checklist. Conducts exit interviews.
Maintains monthly staff statistics of new joiners, leavers, reassignments, and salary and allowance changes.
Handling employee files and records; Collecting required documents and forms
Administrate and control of providing job offers and employment contracts for new employees.
Handling all HR administrative work: Preparing presentations, taking minutes of meeting, filing, drafting documents and correspondences
Administrate all employees in adherence with the policies and procedures and prepare reports, assist with payroll etc.
Control Attendance using finger print system and provide attendance reports on daily, weekly and monthly basis.
Handling other assignments by direct manager.
Develops and implements policies, procedures, and goals
Establishes and maintains confidential files and records, and performs administrative tasks such as data entry, and the writing and distribution of correspondence and other documents.
Prepare all kinds of HR certificates, contracts of employment, memos, circulars and reports
Following Up visas and cancellation visas.
To verify all employment contract-associated paperwork in accordance with Company procedures & policies and Kuwait labor law.
To maintain all employee documentation relating to residency & employment as required by State labor law.
To ensure that all required statutory licenses are maintained and timely renewed.
To maintain list of all Company owned vehicles and update timely.
Maintain employees' personal files and update timely with status changes.
Schedule meetings and set reminders on tasks
Prepare and type circulars, letters, faxes and memos
Perform other related duties as requested
Processing all relevant documents in reference to the criteria of immigration office, ministry of social affairs, ministry of foreign affairs in compliance with the laws and regulations.
Timely follow-up on residences renewal.
Keep records of personnel for visas, passports, Civil ID’s, and other important documents.
Maintain absolute confidentiality of records.
Be the first point of contact for all HR-related queries
Ensure the relevant HR database is up to date, accurate and complies with legislation
Team Leader (Training, Standarization & Eveluation Department)
Quality Management
Duties & Responsibilities:
Performing Internal Auditing in compliance with ISO 9001:2008 requirements.
TSE Annual Audit to assure quality of performance and achievement of contract deliverables, customer satisfaction and company goals.
Reviewing and checking the Quality standards of all Work centres regularly through planned Quality surveillance.
Respond to Customer inquiries or complaints and provide immediate solutions and references.
Provide all data to the internal or external customers.
Regular coordination with IT department on innovative implementation and pending issues to be sorted using Quality Circle meetings.
Working with organization teams to assess and ensure compliance with quality improvement plan against internal (policy/procedure) and external (contract/program) requirements; report
regularly on results.
Considering personnel developmental needs, prioritizes training needs, and reviews MHE functionality and facility structural situation in coordination with the Shift Supervisors.
Conducting Quality Circle meetings in liaison with the workcentres managers/supervisors and report the minutes of meetings to the site management.
Reviewing and checking the inventory matters of all Work centres regularly through planned Quality observations and checks.
Supporting the Quality supervisor on administrative issues and Team Building.
Ensuring timely preparations of IMS (Integrated Management System) Reports are accurate, distributed and archived.
Reviewing regular reports provided by line staff, verify data and comply as per summary requirement of line manager, in required time.
Ensuring efficient and cost effective operation and utilization of available resources and recommends revision to documented procedures to improve operations cost reduction.
Awareness of Contractual requirements and subsequent modifications.
Communicating to Work Centre leadership purpose and evaluation schedule.
Providing required documentation, such as After Action Reports and TSE forms.
Responsible for briefing Senior Leadership on Inspection findings.
Responsible for Non-Compliance follow up and reporting.
Acknowledge of QCSSP (Quality Control/Customer Satisfaction Plan).
Training and immersion programme for the new staff on Quality Essentials.
Ensures received materials are tallying with those verified by Warehouseman.
Ensures 100% check is carried out on recently moved materials within the warehouse.
Identifying materials under storage requiring COSIS (Care Of Supplies in Storage).
Ensures optimum space utilizations in Warehouses (Aisle to Bin or vice versa).
Check the quality of Packing, marking and labelling is done correctly.
Reporting Discrepancies to Supervisor for possible corrective actions.
Monitors Recurring Health issues, Pest control and Sanitation Control Mechanisms periodically.
Ensures Shipping, receiving storage, COSIS, inspections and inventory are performed in an efficient manner.
Monitoring the inventory accuracy in the warehouse.
Verification, Validation, Monitoring, inspection the criteria for Quality acceptance.
Data entry - typing- secretary works - filing - Secretarial Duties
Coordinating and administering HR processes such as new hire on-boarding and benefits orientation, promotions, terminations, etc.
Handling all Social Insurance work
Preparing & Following up Personnel documents and records.
Handling Labour Office work
Preparing Monthly Reports
Preparing End of the month Payroll calculation
Controlling Staff Vacation Balance
Calculating Staff Transportation Allowance.
Staff Housing & Lockers Supervision
Staff cafeteria Supervision
Hotel Security Supervision
Data entering & Translation
Carrying out various administration and secretarial related tasks as required
Develop employees’ training plan and materials
Develop and implement recruitment plan
Control incoming and outgoing letters, emails, documents
Maintain and renovate licenses, certificates, IDs, etc
translation
Degree in English Language
