Human Resources Supervisor
AL Wazzan educational Services
Total years of experience :19 years, 10 Months
Participates in HR budgeting process.
Screening all applicants CVs if required.
Prepare a job offer letter and employment contract for new joiner.
Maintain employees’ payroll records; updates/enters salary elements, increments and deductions in the HRIS.
Enter payroll data to detect and reconcile payroll discrepancies; verifies payment calculated before forwarding to Finance department.
Calculate leave and indemnity for existing employees and prepares the End of Service Benefits statements.
Receive and Reviews monthly time, attendance and leave reports.
Coordinates with admin dept. of preschools and operations dept. of schools to ensure accuracy of data and reports HR Manager on a monthly basis.
Respond to payroll related queries of employees and explain payroll and HR policies & procedures as required.
Coordinates with Finance for payroll related matters.
Prepare statement and ensure payment of social security payment for all Kuwaiti & GCC nationals.
Receive requests over employee self-service portal (Salary certificates, experience certificates, sick leave, annual & unpaid leave) and act accordingly.
Update Employees’ government formality data in specified HR Files/ records.
Maintain all employees’ Government formalities documentation in proper and easily accessible filing system.
Process work visas and visit visas, Coordinates with Representatives for Staff as required.
Examine and review passports/ licenses and other relevant documents of new employees to check compliance with Ministry requirements.
Follow up with the representatives on the progress of the transactions and acts as necessary in case of delays.
Ensure timely collection of civil id and results from medical checkup, finger print, and health insurance.
Make follow up regarding Civil ID issuance and renewal for Residencies and Passports of employees.
Provide weekly updates, to the HR Manager on the status of activities related to Govt. Relations.
Responsible for record keeping system ensuring maintenance and updating of all employee data in the HRIS.
Coordinate with various embassies for the approval of job orders and following-up with them
- Assemble, review and verify invoices and check
requests.
- Clarify any unusual or questionable invoice items or
prices.
- Sort, code and match invoices, set invoices up for
payment.
- Enter and upload invoices into system, Track expenses
and process expense reports.
- Prepare and process electronic transfers and
payments, Prepare and perform check runs.
- Post transactions to journals, ledgers and other
records.
- Reconcile accounts payable transactions.
- Monitor accounts to ensure payments are up to date.
- Research and resolve invoice discrepancies and
issues.
- Maintain vendor files.
- Correspond with vendors and respond to inquiries.
- Produce monthly reports, Assist with month end
closing.
- Provide supporting documentation for audits.
- Paying vendors and employees by scheduling pay
checks and ensuring payment is received for
outstanding credit; generally responding to all vendor
inquiries regarding finance.
For Payroll Duties:-
Verify daily attendance records submitted by the departments, highlight discrepancies (if any).
Verify all overtime with swiping card data from the swiping terminal time and forward the same for approvals of Financial Controller and GM and process approved overtime & incentive requisitions in the payroll system.
Check all status changes for authorization and update payroll data accordingly.
Ensure that payroll data is updated and payroll run is completed by end of the day on 20th of the every month.
Process vacation / final payments, employee should get vacation payments at least 5 or 6 days prior to the vacation start date. Final payment must be ready upon employee's residency transfer to another employer.
Submit the payroll sheet to the bank for those who have bank accounts and paying in ash for a new associates who has no bank account yet.
Responsible for opening bank accounts for new associates.
For General Cashiering Duties:-
Open every morning the Front Office safe depository and collect the deposit envelopes, which are checked against the deposit sheet.
Count cash and cheques and verify them with Opera Report.
Prepare bank deposits for all cheques and cash and deposit it on the same day.
Prepare General Cashier’s Daily Report and forward it to Income Auditor for review.
Pay all “due back” to Front Office.
Provide Front Office and F&B outlets with required change. Anticipate for extra change for long weekends or holidays and make arrangements accordingly
Update foreign currency rates in the Front Office and in the Fidelio System and Liaise with the money exchange company and exchange all foreign currency with the local currency.
Reconcile house fund on a daily basis and keep the safe neat and tidy.
Additional Tasks:-
Translating from English to Arabic and vice versa.
Associates Accommodation Coordinator.
Replacing Accounts Receivable and Accounts Payable during their vacations and or absences.
Review and validate staff attendance as scheduled by the operations.
Analyses information received after each payroll deadline.
Maintain records of employees’ attendance and perform deductions where required.
Maintain confidential records and filing system for payroll including employee files.
Processes all changes including starters, secondments, transfers, leavers and other amendments to payroll and employee data in compliance with policy and payroll requirements.
Responds to employee inquiries of earnings, deductions and entitlements.
Assist new employees with general orientation and related matters.
In-charge of staff accommodation and ensures peace, orderliness, and comfort.
Systematically filing all personal records.
Preparing final settlement, Salary Certificate, Experience Certificate of all employees.
Create and typing correspondence.
Handling out application forms for vacant position and controlling applicants entering the office.
Coordinating with representative officer (Mandoub) for processing staff in new visa or for renewal & printing all forms of social affairs and immigration for representative officer by using software of social affairs.
Make arrangement for staff booking with travel agency.
Handle all internal communications related matters.
Provide administrative and clerical support and coordinate all office procedures.
Ensure all data relating to colleagues is accurate and that all personnel files and electronic records are up to date, including inputting all new hire and change information into the HRIS and the recording of training attendance.
Preparing the payroll files by calculating the Overtime, deductions, advances etc. and maintaining the payroll process in timely manner..
Researching and booking travel arrangements for staff members.
Preparing documents for meetings and business trips.
Ordering and taking stock of office supplies.
Taking notes and minutes in meetings.
In-Charge of Hotel Staff Accommodation.
Prepare and maintain up to date inventory lists for all staff accommodation.