HR Personnel Admin Assistant
Qatar General Electricity & Water Corporation.
مجموع سنوات الخبرة :19 years, 10 أشهر
• Reviews the payroll modifications by checking, investigation of inquiries and errors correction.
• Ensures that additional payments are properly approved in line with personnel policies.
• Performs daily reviews for the processing of employee confirmation, termination of service, contract extension, bank account change request, etc. and ensures all payroll processes are completed before payroll closing every month.
• Initiates authorized employee separation processes such as data entry in the system, issuing clearance form, preparation of notification letters, enter final settlement data in the system.
• Prepares notification letters of employee confirmation, transfer, position change, promotions, separations, etc. and follows up with Departments to receive back the second copies of all sorts of notifications.
• Updates authorized changes in staff records through JD Edwards.
• Follows up with on the approvals for business trips, employee separation, final settlements, contract extension, etc.
• Ensures all notifications and correspondences initiated is reaching the hands of the addressee on time with acknowledgment receipt and archives them properly and promptly.
• Processes of travel invoices with Section Head authorization and in coordination with the Finance Department.
• Prepares documents for processing of employee benefits such as educational assistance, government housing, furniture and medical insurance for authorization and approvals.
• Highlights to Supervisor Administrations any problems or areas of concern that arise during work.
• Works in cooperation with Quality Assurance and Continual Improvement section on securing and maintain the ISO / Risk Management / ISMS certification.
• Carries out and ensures the compliance of all activities within the Human Resource Department are in-line with Kahramaa health and safety regulations.
• Providing assistance for the manpower requirement for the entire Electricity & Water Network Departments. Job analysis, sourcing, profiling, interviews, job offers and on boarding of candidates.
• Involved in design and implementation of e-recruitment processes through recruitment websites, job search engines, social media recruiting, JD Edwards and SharePoint.
• Conduct and organize recruitment campaign outside the country (Asia & GCC).
• Experience in dealing with wide network of recruitment agencies in various region (Asia & GCC).
• Provide assistance to newly hired employees in the processing of governmental requirements for permanent residency and in understanding the rules and procedures in availing telecommunication, medical, residential and educational facilities in Qatar.
• Liaison with hotels and other external agencies to ensure comfort to our employees in smooth settlement in Qatar.
• Supervise the visas issuing process to all candidates starting from preparing official documents, coordinating with the candidates / agents till the confirmation of their flights to Qatar.
• Ensuring administration and completion of joining procedures including new employee mobilization, and coordination of demobilization.
• Ensure HR information and use of HR systems (JD Edwards), filing systems and databases are maintained consistently in accordance with company policies and procedures.
• Had carried out all activities pertaining to purchasing (Local and Foreign), Shipping, Warehouse Operation.
• Ensured the materials required are complying as per the given specification and are procured at the lowest possible prices while meeting the quality and delivery requirements.
• Maintained a data base of multinational companies for technical engineering products & services.
• Responsible for Technical & Commercial evaluation of the quotations.
• Maintaining and Updating supplier’s files and records.
• Liaison with bank matters relating to Letter of Credits, Bank Guarantees, Tender Bonds & Performance Bonds.
• Scrutinizing of debit and credit advice received from banks to verify correctness of amounts debited / credited as per agreed terms with bank and accounting for the same.
• Coordinating materials and equipment logistics, shipping, transportation, custom clearance and forwarding of air and sea cargo through customs and port authorities examines shipping documents, as origin bill of lading, airway bill, packing list, certificates and invoices for completeness, accuracy, and conformance to standards and specifications.
• Responsible to receive materials and place the same in stores as per the bin cards. Issue the materials to the required projects. Handle the materials ledger and report to director and the auditor. Good knowledge of stores receives and issue notes.
• Responsible for document control by ensuring the data is correctly logged and documents are properly filed. Regular updating the comprehensive file and data retrieval system for efficient flow of correspondence.
• Provide overall administrative support to the company. Including project administration in the areas of records management, document control, office administration and functional administration, ensuring that the requirements of section and its clients are satisfied.
• Dealing with incoming & outgoing telephone calls.
• Incoming/outgoing correspondence faxes etc.
• Preparation of quotations, faxes, enquiries etc.
• Preparing Local purchase orders.
• Preparing invoices on a daily / monthly basis.
• Preparing receipt / payment vouchers.
• Ensuring that all paperwork for approval is free of errors and draws the attention to cases where there is a deviation from policy or when exercising financial authority.
• Maintain proper filing system and personal files of company staff.
• Organize daily, weekly and monthly meetings.
• Handling petty cash.
• Mail dispatch & distribution.
• Prepare Travel itinerary, Hotel reservations and Car rental.
• Co-ordination with out side parties.
• Ensure that the office machines are periodically maintained and kept in good working order.
• Maintain and replenish the stock of stationery suppliers and catering articles.
• All general clerical duties of administration and general office duties.