Senior HR Officer
Kuwait college of science and technology
Total years of experience :13 years, 3 Months
Duties and Responsibilities:
• Act as first point of contact for department by attending walk in candidates and employees to provide high level of client service.
• Work on all current and future vacancies within university both local & expatriates.
• Prepare and update Job Description for various positions in university by efficiently coordinating with line management.
• Handle all job requisitions, preparation of job adverts postings and sourcing of resumes for interviews.
• Create CVs banks, shortlist tracker and interview tracker for all positions.
• Manage all posting of vacancies on intranet, company's website and external job boards
• Determines applicant requirements by studying job description and job qualifications.
• Attracts applicants by placing job advertisements; contacting recruiters, using newsgroups and job sites.
• Determines applicant qualifications by interviewing; analyzing responses; verifying references; comparing qualifications to job requirements.
• Arranges interviews by coordinating schedules; arranges travel and lodging; escorting applicant to interviews.
• Build list and contacts with all potential recruitment agencies locally and internationally, handling overseas recruitment procedures.
• Maintain updated recruitment tracker and submit timely reports
• Ensure government related activities i.e. Medicals, employee residency renewals and cancellations are carried out in timely and efficient manner and as per requirements.
• Prepare all Contracts full and part time related to Employment for Faculty & Senior Management, Non Faculty & Other Staff Members, Contract Renewal, and Visiting Faculty Contract.
• Streamline HR efficiencies, conduct new hire orientations and induction for new employees.
• Prepare and ensure that new joiner's file is complete.
• Conduct exit interviews
• Gather and analyze data with useful HR metrics
• Assist in Identifying data collection tools, data sources, benchmarks, and performance targets.
• Assist in creating competency models and job evaluation and grading.
• Receives and processes employees’ annual evaluation forms as well as probation appraisal
• Maintain and update HR policies, procedures, manuals and forms and keep updated on intranet and files
• Support team to coordinate process improvements and implementation of HR initiatives and projects.
• Support in implementing and maintaining the human resource information system
• Support any ad hoc projects where required and undertake any assigned task at the direction of Manager.
• Maintaining HR system by updating and entering data
• Update residency program with new staff data including residency validity, passports, work permits, civil ID, etc.
• Maintaining current HR files and database.
• Updating and maintaining employee benefits, employment status, and similar records
• Maintaining records of grievances, performance reviews, conferences, Trainings and disciplinary actions.
• Performing file audits to ensure that all required employee documentation is collected and maintained
• Coordinated employee placements and administration.
• Briefed new hires on essential job information, such as company policies, employment benefits and job duties.
• Worked as an effective team member while contributing to local and regional HR projects.
• Facilitated communication and coordination between employees and management.
• Created and implemented forward-thinking initiatives to improve employee engagement.
• Maintain confidentiality on all payroll information and deliver data to whom in-charge or delegated for particular task accordingly with direct manager.
• Draft letters pertaining to salary certificates/ continuation, to who it may concern, and other letters.
• Take responsibility of Payroll and all other functions when a person in charge is on leave.
Job Responsibilities:
Extensively coordinate and support the implementation of recruitment objectives and processes by keeping database updated, screen the resumes, follow the hiring process, conduct interviews, coordinate and conduct the orientation & induction programs and maintain the filing system updated.
Actively involved in the whole hiring process.
Support the implementation of recruitment objectives &polices.
Follow up the visas issuing in coordination with the personnel departments for the new arrivals.
Maintain strong CVs database to refer back for vacant position in organized, professional & accessible manner.
Prepare & accomplish all hiring documents and check for allocating all approvals to continue related process with personnel department or other concerned departments.
Coordinate & follow up the proportion evaluation on time for all new joiners, and track the results consequently. Participate in conducting orientation program and induction monthly meeting with the new joiners.
Check & track Al Babtain portal website under direct suspension of Recruitment Specialist to do the needful accordingly.
Handle all the walk-in applications and maintain systematic walk-in database files.
All other tasks as assigned by department manager
Project Coordinator Responsibilities:
- Coordinating project schedules, resources, equipment and information.
- Liaising with the client to identify and define project requirements, scope and objectives.
- Prepare and maintain comprehensive project documentation, plans and reports.
- Help prepare project proposals, timeframes, schedule and budget.
- Worked as a helpdesk agent to log the customer's case in itop software. Assign to the respective engineer, follow up and close the case on proper time
- Schedule the preventive maintenance for respective projects, prepare the service report from the system, assign to the respective engineer, follow up and send the final report to the customer after Operations Manager's signature.
- Upload the delivery note pertaining to concern projects in itop system by providing the complete information such as the serial no. warranty period, date of delivery, etc.
- Conduct customer satisfaction survey on quarterly basis
- Follow up with finance for the timely invoicing of the monthly and quarterly invoices. Inform the department if there is any amendment in the contract value.
- Prepare the documents related to TSU, BSU and PMO departments after consulting with the management(ISO)
- Conduct internal auditing for other departments and prepare the reports based on the auditing(ISO)
- - Prepare the ICC (Instruction for completion of contract) based upon the details received from the purchase department related to operations.
- Prepare the RFPO (Request for Purchase Order) based upon the details received from the purchase department related to operations. Keep a tracking of the same and separate them based on the projects which requires technical support and follow up with the concern engineers.
- Maintain expense sheet for all the projects and update them if any additional expense is incurred
- Upload and update new contracts in share point for further review.
- Provide replacement staffs for projects during the resident staff’s vacation.
Recruitment In-charge Responsibilities:
- - Builds a quality relationship with the internal customers and external recruitment agencies
- Maintain the internal candidate database (e.g. updating contact information, candidates’ geographical locations, and availability for new work).
- Perform resume searches on external databases. (Bayt, Linkedin)
- Conducts job interviews for the technical job positions (or key jobs in the organization)
- Assist the sales accounts manages in providing CVs of the candidates matching the job description mentioned in the tender. Make a general enquiry about the current and expected salary of the shortlisted candidates and negotiate with them through email or by phone. Prepare all the documents related to the bidder’s questionnaire Prepare gate pass for the staffs once the tender is awarded
Tenders Worked on:
• KNPC
• GS-SCPD
• MOF
• MOI
• KNA
• PAAFR
• KOC
• KISR
• KOTC
• PIC
• PAAET
• MOCI
• Joint Operations
• KIA
• Burgan Bank
• Boubyan Bank
• Ahli United Bank
Businesses correspondence and follow up
Supplier relationship and negotiations
Monitor it helpdesk request through mails and distribute to the concern team if required.
Verify it assets for the user and organize handover formalities using remedy application.
Prepare internal documents such as gate pass, it consumable quotations, order preparation, negotiations and delivery follow up
Assisting employees in hr related documentation.
Co ordinate shipment for local and international.
Secretarial tasks for project manager.
Business correspondence
Preparing BOQ, contracts and quotation.
Filing the documents
Sales co ordination
Bank Reconcillation
Evaluate and prepare the daily sales report of showrooms.
Bank and customer correspondense.
Draft Foreign payments.
Post the foreign payment voucher in FAIMS software based on oracle.
Post the supplier invoice in FAIMS software.
File management.
Preparation of Cost sheet.
Issuing Airline Tickets
Arrange holiday packages for the customers
Reporting the supervisor regarding Customer needs.
Provide good hospitality for the passengers.
Helping the passengers to find their lost baggages.