HR Representative II - Visa Coordinator/Training Support
Sadara Chemical Company
Total years of experience :24 years, 6 Months
Reports directly to Training Special Projects Manager/Superintendent;
Responsible for the Site Induction Program (SIP) and Heart Saver Program (CPR/AED/FIRST AID) Registration for Regular Employees, Dow Secondees, Supplied Manpower both in Industrial/Technical and Administrative;
Responsible for the preparation of Class Attendance Sheets for different classes, safe-keeping and distribution of Test Materials and Evaluation Sheets;
Responsible for ensuring the class room set up and arranging other requirements in the training room;
Responsible for ensuring that records and documentation of all Absences, Tardiness, No Shows & Drop outs are correct and updated in a timely manner;
Responsible for emailing participants of their attendance status if absences, tardiness and no shows occur;
Responsible for submitting Summary Report on SIP and Heart Saver using tables and bar graphs;
Responsible for updating Master List / Master Files of SIP and CPR Courses;
Responsible for collating Time Sheets and verifying them in accordance with FSA and Saad Hospital Instructors Invoices;
Responsible for keeping the Training Building as assigned in an organized manner, providing safety and security of the facilities;
Responsible for keeping records of the original Attendance and Evaluation Sheets of SIP and Heart Saver Program participants on a monthly basis for immediate reference (original copy); and
Responsible for keeping records of the FSA Time Sheets Summary Reports (photocopy only).
Reports directly to OOK-OJT Project Manager;
Handles Portugal and Kuwait OJTs going out-of-the-Kingdom (OOK) to facilitate the visa processes;
Coordinates with Aramco Overseas Coordinator (AOC), Superintendents of different refineries wherein these OJTs are temporarily assigned/trained to do the tasks provided for them;
Updates OOK-OJT Reports as assigned;
Sends and Responds to emails pertaining to all information for visa processing, preparations of OJT requirements;
Assists in the translations of required documents for other visa processes like USA, Canada, Germany, Netherlands; and
Keeps an updated filing system available for easy reference.
Reports directly to Finance Manager;
Handles All Sub-Agent Accounts (as of the moment there are more than 25 branches and still growing);
Sends an email daily to inform the management regarding the Cash Shortage / Excess of each branch using the formatted Monitoring Table for Total Sales, Total Payments, Total Cash Payments received for the day (cash payments are in the form of deposit slips, spans, etc.);
Processes Sales Reports by updating, analyzing, making reconciliation, doing corrections and feeding them in the system using Back Office System Program;
Prints out Statement of Accounts (SOA) and Statement of Curtomers Accounts (SCA) for all Sub-Agent Branches at the end of each month after updating all of them in the system;
Sends reports to Refund Manager of this Company for update;
Updates Refund and VMPD (Virtual Multi-purpose Documents) Tickets for all kingdom-wide branches using the Back Office System Program;
Files and Records all Sales Reports received from different branches and all Refund/VMPD Ticket copies for easy reference.
Reports directly to Human Resources Manager;
Generates Daily Attendance Matrix and monitors all attendance for all department staffs in the head office (KFR) using Finger Scanning Machine;
Sends reports to all directors and senior managers re the status of employees under their department pertaining to their daily attendance (i.e. absenteeism, tardiness, leaving the office early, no logs though present at work, etc.);
Assesses and prepares reports for those list of staffs need for salary deduction pertaining to absences, tardiness and not following Biometric System;
Receives and reviews business card forms for processing;
Participates in the extra-curricular activites managed and facilitated by other department related to company policy system;
Assists in monitoring of Passports’ and Iqamas’ expiry and sends a report or emails to process the renewal of the same through HRIS;
Maintains organized filing system and segregates all obsolete files by placing them in a storage room;
Keeps an open communication among peers of different nationalities.
Reports directly to Human Resources Manager;
Coordinates, communicates, plans & manages the administrative tasks that are required to ensure the smooth operation of the department/organization;
Responsible in Monitoring of Passports’, Iqamas’ & Visas’ expiry and sends a report or emails to process the renewal of the same using the HRIS System;
Updates information on computer databases;
Facilitates booking schedules for staffs/workers of different nationalities (Malaysians, Filipinos, Chinese, Indians, Pakistanis, Indonesians, etc.) on their Vacation Leaves, Business Trips and Final Exit;
Sends and Maintains Ticket Booking Report files whereas all the detailed information pertaining to flight schedules are found herein for immediate reference; Receives Invoices twice a month to be checked and verified for the purpose of payment to the travel agency wherein the airline tickets are being issued and sent to email once booking is confirmed; Arranges transport services to bring people to local and international airports; and
Exercises good camaraderie and rapport to each employee of different nationalities;
Receives Reports of Death and documents files corresponding to every death reported and received within the given period of time;
Processes Deaths of the Eastman Kodak Active & Retired Employees together with their designated beneficiary by killing them off the system;
Provides services to the Survivor/Spouse by informing the Insurance Company and/or Bank who handles their benefit payments and pension by emailing them necessary information on their Life Insurance Statements due to them;
Maintains confidentiality of the Employee and Dependents’ information regarding their insurance and other benefits;
Sends Survivor Package Information to the Survivor by filling out these Death Letters commencing the payments of the insurance and pension to be received by the Survivor;
Processes Beneficiary Forms, SBAs, Domestic Partnership (DP) & POA (Power of Attorney) of Active & RDS Employees (Retirees, Disabled & Survivor) in relation to all their designated beneficiaries;
Updates/Monitors files pertaining to these processes like updating the Monitoring Sheet for reference and verifies the veracity of data input for each process by checking in the system provided to determine the actual account per person;
Sends documents/files to Onsite Resource to ensure that each form processed are being scanned and input in the system;
Keeps records of documents being processed for easy retrieval and makes sure that these files are properly documented for future use;
Updates the system using SAP for checking and verifying of data and other programs assigned to be used by the Company; and
Maintains confidentiality of each process to ensure security of data being handled.
Processes/Prepares Group Medical Insurance Plan (GMIP), Post-Retirement Group Medical Insurance (PRGMIP) and Sponsored Group Medical Insurance Plan (SGMIP) ID Cards;
Responsible in processing Credit Memo for staff in the Resident Missions with respect to their Medical Reimbursement/Claims;
Receives Medical Claim Forms from Providers/Hospitals to be forwarded to Van Breda International (Insurer) and prepares cheques issued by Metrobank to be distributed to each Provider once their medical claims have been approved and processed by the Insurer;
Responsible in verifying/checking bills from Medical and Dental Retainers for reimbursement of Bank Staff and their dependents who are covered by the GMIP; and
Maintains filing system of Bank Staff in the Headquarters and in the Resident Missions, ADBI Staff, Retirees & Resigned Staff; Credit Memo for Resident Mission Staff and Payment Advice to Mercury Drug; GMIP Payment Instructions for Medical Providers, Active & Retired Staff; Monthly Deduction Reports on Group Life Insurance Plan (GLIP), Group Disability (GD), Dependents’ Life and Disability Insurance Plan (DLDIP) & Group Medical Insurance Plan (GMIP) of Staff in the Resident Missions; Beneficiary Designation Forms for Consultants, Professional and Support Staff.
Attests to the completeness and accuracy of data on the pre-production form and signing it prior to production;
Ensures that the press operators are following the instruction sheets in the Job Packets and in the Pre-production Sheets;
Monitors/Checks the press runs and rewind operation in accordance with the prescribed time as indicated in the Quality Rover Report Form;
Conducts follow-through audits to ensure (a) accuracy of the Master Roll identification labels; (b) overall master roll label appearance; (c) completeness of the packing list; (d) spot checks on finished rolls to ensure proper rewind direction and correct attachment of label identification/core tickets; and
Accomplishes and Maintains files of Quality Rover and Non-Conformance Reports in chronological and orderly fashion.
Keeps and Maintains the filing system in chronological and orderly fashion;
Updates files/documents according to names of persons, places and branches or sections of each given data;
Records importants documents being taken from/given back to the filing room; and
Segregates and Maintains obsolete files which had been used for the 3-year period.
Attends monthly meeting as being conducted by department head and reports to the supervisor directly;
Assists in developing more efficient and effective data or informantion to be procuced and ensures that requirements and end-results are properly meet;
Operates office equipments specially personal computer (PC) according to the company programs;
Responsible for data encoding in Information Management System (IMS) and maintaining of all records to the operation of the department; and
Works overtime as deemed required by the department if necessary.
Performs daily production in the production tally sheets (PTS);
Attends meetings that may be called by the QA management;
Renders overtime when requested by the QA deparment;
Coordinates with other members of the deparment as deemed necessary; and
Practices 5S of Good Housekeeping and maintains the cleanliness and orderliness of assigned work area.
Reports to Administrative Department Manager;
Assists in maintaining the organization, training, supervision and motivation of all materials management staff to achieve maximum performance and growth within the department;
Assists in handling official affairs with various government agencies in expediting the approval/release of the company’s incoming/outgoing materials received and delivered;
Responsible for assisting and serving all-important link between Client and Company in ensuring timely and effective delivery of services;
Assists with the implementation of quality assurance administrative functions of the department to include company’s compliance with ISO QUALITY requirements; and
Prepares monthly reports related to company’s implementations and recommendations of rules and regulations in accordance with the Management Standard Policy.
Reports directly to Operations Department Manager;
Responsible for secretarial support to the department activities such as typing, filing and distributing mails and other document materials;
Keeps record of attendance and time sheet of department personnel; maintains confidentiality, active list of meetings, telephone calls received and provides information accordingly during the Department Head’s absence;
Distributes incoming/outgoing correspondence such as telefaxes, letters, memos, etc.; and
Makes monthly reports to be submitted every end of the month; maintains and keeps records pertaining to administrative and technical transactions/activities; and performs miscellaneous related duties as required.