Personnel Officer
Amana Qatar Contracting Co., W.L.L
Total years of experience :19 years, 8 Months
- Processing the Staff & Non Staff Payroll; assuring completeness of entries, entering the staff time sheets, preparing pay slips, summary reports, following up/monitoring allowances and deductions, checking the Job Costs, Salary Change Application, loans and advances, and maintaining the salary file.
- Handling the Staff & Non Staff Leave Requests / Resignation / Termination including; Posting on the system, assuring adequacy and completion of the form as stipulated on PPM & Leave policy, processing the leave dues, ensuring exit permits are issued, ensuring RP and passport validity, requesting closed time sheets for staff and validating the same, leave settlements, ensuring completion of clearance forms, duty resumption, leave extension/cancellation/encashment, and maintaining the weekly Staff Leave Report. Staff end of service (termination and resignation) applications, including staff clearance, RP (secondary) cancellation, settlements, and ensuring the same is completed as per the labor law and PPM.
- Maintaining violation forms register / deductions (staff and non staff), as required by the Labor law.
- Assisting / Maintaining Staff & Non Staff bank accounts and processing personnel requests such as; salary certificates requests, Employment certificates, etc.
- Maintaining staff & Non Staff files (hard copies and system profiles) as per Administration Procedure requirements as required. Assuring adequacy of entries and preparing summaries as requested by P&A manager.
- Providing required personnel information pertaining to Staff / Non Staff, as required by external parties; banks, Insurance companies, Statistics Authority, etc. Following up system errors with the corporate.
- Staff and Non Staff Recruitment (short listing of candidates, initial interview, and coordination & follow up with recruitment agencies - overseas and local). Performing duties related to personnel processes as assigned by P&A Manager.
- Following up on head office staff attendance.
- Handling Qtel Invoices (including black berry, broad band, company telephones…), providing the required summaries and cost allocations, and ensuring payment on timely basis.
- Handling Non Staff Recruitment issues, including: (maintaining the recruitment report and coordinating with the agencies with recruitment issues), and coordinating with PRO for completion of required actions (work visas applications).
- Handling the Non Staff probationary period performance evaluation, and assuring the same is completed on timely basis, and copying the recruitment officer of the same.
- Assisting in maintaining minutes of coordination meetings. Assisting in maintaining Administration Hard Copies Files and in circulation of Administration documents.
- Monitoring the expiries of the company’s official registrations / important documents, maintaining hard copies and alerting for the need of renewal. Maintaining Insurance plans / registers and following up with insurance companies where required.
- Maintaining / Issuing the Administration and Personnel Internal Memos / LPO requests / LPO copies. Handling Hotel Bookings.
- Performing special assistance for the Administration Manager whenever required.
As Executive Secretary
Job and Responsibilities:
- Checks and proofreads correspondence, reports and other documents to ensure accuracy and complete documentation prior to signature or initial of the CEO.
- Maintains calendar of scheduled appointments, conferences and meetings. Arranges meeting, and prepare itineraries.
- Prepares business correspondence. Reviews, edits and prepares documents for Executive's signature.
- Prepares and maintains confidential correspondences and reports. Receives and handles a variety of telephone calls.
- Takes dictation and types a wide range of memos, letters and related documents.
- Performs general administrative functions inherent to all secretarial positions.
- Maintains and files company's memoranda, circulars, and reports, policies and procedures, etc.
- Provides daily feedback via e-mail to Executive on all activities and actions for that specific day.
- Responsible for all travel and accommodation arrangements for Executive and travel companions. Maintains Executive & own office including all office equipment.
- Performs other related duties as assigned from time to time. Assist other divisions as and when needed.
As Recruitment Coordinator
Job and Responsibilities:
- Acts as primary point of contact for routine inquiries regarding manpower requirements.
- Sourcing, screening, & short listing potential candidates that we have obtained through Advertisement, Recruitment Websites, & International Manpower Agencies.
- Coordinates with different international recruitment agencies to be able to speed up the deployment process of the selected candidates.
- Prepare Job Offers & advise selected candidates on employment requirements & on terms & conditions of employment. Research & prepare occupational classifications, job descriptions, competency appraisal measures & systems.
- Ensures timely delivery of manpower requirements.
- Ensures that all selected candidates are able to comply with all the necessary pre- employment documents.
- Prepares induction documents for employment arrivals and ensure that they are properly processed and filed accurately.
- Coordinates with different departments to ensure that all hired candidates are well endorsed. Facilitates new hire orientation program.
- Maintains Human Resources information & related record system.
- Prepare correspondence, fax & inter office memo.
- Prepares report, establishes a filing system, maintains records of employees, and perform confidential typing.
- Controls all documents pertaining to recruitments.
- Performs any other functions that may be deemed necessary in carrying out the goal & objectives of Al Othaim Markets Co.
