Shafaq Ahsan

Managing HRD of the Group (Qatar/Pakistan)

Revamping and restructuring Company, establishing and implementing policies & procedures, employee handbook, housing rules & regulations and designing different formats to support the daily operations, defining scope of work with the succession planning after conducting the job evaluation analysis. At the same time, handling project valuing QR. 23 million with 45 days of deadline to structure, propose salary scale in line with budget and cost effective, recruitment, selection and on-boarding formalities as well as coordinating with external parties/outsource business partners to support the execution of the plan within the time frame.

 30 days deadline for the arrangement of 300 staff (leased) plus Mid-Management of the project (planning, negotiation, mobilization, evaluation, termination and re-selection)
 30 days for bulk overseas recruitment of 300 staff.
 Additional existing projects with their own day-today requirements.

HR Operations of two properties.

 Re-opening of Z-Lounge in Kempinski Residences & Suites Doha with the deadline of two weeks (recruitment from East Europe and South Africa and Asia)

 Handled Pre-Opening of International F&B Outlets
 Established and developed HR Department from scratch for the Company and its international F&B franchises.

Responsible for Manpower Planning and Budgeting, Recruitment and Selection, On/Off-Boarding, liaise with recruitment agencies in and out of country. Implementation and executing the strategies and Corporate Policies and Procedures. Managing orientation/ induction of new employees. Compiling and analyzing statistics on e.g. attendance, sick leave, overtime. Compliance and grievance issues. Assisting in HR Budget. Employee Relationship. Performance Management. Designing job descriptions. Assisting in payroll. Responsible for staff accommodation.

Designing HR Manual - Policies & Procedures, HR Forms, Rules& Regulations for Staff Accommodation etc.

Human Resource and Administration Management.


Company Industries:
Construction, Real Estate, Trading & Contracting, General Services, Legal Services, Cleaning and Hospitality, Consultancy Services

All admin tasks of Legal Department

Responsible to originates and leads Human Resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce. Also, provides administrative support to human resources functions as needed (e.g. generates correspondence, record-keeping, policy development). Directly reported to CEO, and assists and advises company managers about HR issues.

•Responsible to make and implement the Policies & Procedures to the Company.
•Writes, revises, edits and proofreads company policies and procedures and related documents as needed.
•Leads the creation of a recruiting and interviewing plan for each open position identifying effective sources. Efficiently and effectively assist in filling open positions.
•Responsible to place ads in print media related to open vacancies.
•Assists with development/implementation of performance evaluation and rewards systems.
•Responsible to make job offer, employment contracts, increment letters, termination letters etc.
•Organizational and space planning.
•Performance management and improvement systems.
•Organization development.
•Employment and compliance to regulatory concerns and reporting.
•Employee orientation, development, and training.
•Policy development and documentation.
•Employee relations.
•Company employee communication.
•Compensation and benefits administration.
•Employee safety, welfare, wellness and health.
•Employee services and counseling.
•Giving instructions to PRO for visa and Iqama renewals.
•Assist in payroll.
•Responsible to make agreements with travel agencies as well as with the recruitment agencies.
•Arrange tickets for travel.
•All kind of administrative duties.
•Responsible for the procurement of stationary.
•Responsible for the kitchen items (inventory).

Responsible For:
Provide administrative support to the Corporate Finance Department and the Director. Helps reduce department’s work load, implement systems and procedures that make the business operations more effective and efficient. Often trusted to take the initiative and deal with enquiries on the Director and Corporate Finance Department’s behalf.

1. Scheduling:

• Maintaining the Director’s schedule and coordinating some of its events, such as conferences and meetings.

2. Administration:

• Preparation of correspondences, reports, and other documents as requested.
• Handling internal and external correspondences.
• Setting up and maintaining manual and electronic filing systems.
• Assist in pipeline/forecast preparation and management.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
• Work closely with the Partners to coordinate and launch hard copy or email campaigns to consultants, clients and potential clients.
• Learn to operate new office tech as they are developed and implemented.
• Other tasks include scanning, photocopying and mailing.
• Monitoring stationery supplies and reordering when necessary.

3. Interaction:

• Answering and directing phone calls.
• Greeting visitors and clients in a friendly and professional manner.
• Screens visitors or callers to have access to managers or refer them to another department within the organization.
• Some interaction with other high level executives within the organization.

4. Mail:

• Opens and screens incoming mail.
• Signs for packages from delivery companies
• Respond to routine mail or redirect it to a more appropriate individual in the organization.

Summary:
Handles all customer related queries, problems etc. and overseeing the smooth functioning of the bank floor operations.

Responsible For:
•To assist in ensuring consistency of internal / external customer experiences by inculcating a service culture and leading by example.
•Monitoring of Monthly KSIs (Branch wise & Countrywide).
•Ensure That branch KSI is at 95% every month
•In-touch with customers for clearing their cheques and make surety of releasing payments with the coordination of back office officers ( teller / cashier)
•100% customer complaints communicated through verbal, written or other channels to be logged in.
•Monitoring CVR & eKYC processes to be followed at account opening & account maintenance stages and proper record keeping
•To conduct call audits for call pick-ups, tone of voice & standard greeting.
•Prepare “Service Quality Audit Checklist” everyday during banking hrs 9am-5pm. BM to sign it off.
•Organize & practice in monthly Front Office/ Back Office Service Meetings.
•Statements & certificates on request to be issued within defined TATs.
•Return mail process to be followed. MIS to be maintained to follow-up with customers for updating correct details
•Term deposit Maturity Mail to be taken out on daily basis and process them further.
•Also responsible for Cross Selling bank’s products to customers
•Maintain the stationary stock in branch and send requisition to the concerned department.

Project:
RECRUITMENT (HR) PROJECT: “Earning & Learning Program”
A project in which I had visited almost all business schools for hiring the students for the position of Sales Representatives to sell bank's different products. This project was especially designed for the students by means of which they are able to polish their skills of communication, marketing or product selling. Through this project, the students also learnt front office duties or floor management.

Earning & Learning Program:

A project in which I had visited almost all business schools for hiring the students for the position of Sales Representatives to sell bank's different products. This project was especially designed for the students by means of which they are able to polish their skills of communication, marketing or product selling. Through this project, the students also learnt front office duties or floor management.

1. Develop Recruitment Materials
• Assist the HR Manager in developing job descriptions.
• Update organization structure as and when required.
• Develop testing tools for recruitment.
2. Workforce Planning
• Control, maintains and updates manpower plan and prepares related monthly and weekly reports.
3. Workforce
• Search workforce market.
• Identify suitable recruitment channel for company.
4. Recruitment Agencies
• Coordinate local and overseas recruitment campaigns under the supervision of the HR Manager.
• Coordinate with local and overseas recruitment agencies to fill vacancies.
• Liaises with approved recruitment agencies for supply of manpower.
5. Issue Recruitment Notices
• Designs recruitment advertisements.
• Draft employment offer letter and contracts for selected candidates.
6. Selection Process
• Screens applicant for basic compliance with position qualifications, summarizes CVs for easier evaluation by the departmental heads.
• Meets walk-in applicants, collects and assesses CVs.
• Obtains and assess all certificates and testimonials of the candidates.
• Ensure all vacancies are filled with the suitable candidates within the targeted time.
• Interview candidates up to supervisor's level and provide feedback to both HR Manager and Line Manager.
• Ensure all recruitment policies, procedures and techniques are adhered to and recommend improvements.
• Forwards collected CVs to the concerned departmental heads for evaluation and interviews.
• Conducts new employee orientation and apprises employee of benefit options.
• Types employment contracts, and issues engagement advice.
7. Recruitment Record
• Coordinate manpower planning process and maintain manpower records.
• Establishes and maintains files and records on an ongoing basis.
8. Inventory Candidates
• Maintains an active and organized data bank of applicants for various positions.
9. Reports
• Generates recruitment related reports. Recruiting and staffing logistics.
Other;
Assist in monthly payroll.

Mobilink GSM is the BIGGEST telecommunication in Pakistan. I was responsible for full recruitment process of all kind of positions for few franchises. Also, responsible to train them according to their positions and look after or supervise those for the probation period then give my final approval for the final offer letter or employment contract to the Management.

Responsible For:
•Develops and executes recruitment plans and strategies that attract quality resources and timely fulfill the organizational resource needs
•Participates in the selection process and facilitates in organizing and conducting interviews, tests and other assessments
•Administers the hiring process as per corporate policy and practices
•Strives to maintain excellent employee relations, a healthy work culture and environment
•Develops and maintains HR processes, forms, guidelines etc.
•Conducts job analyses, develops and maintains organization charts, job descriptions, job specifications etc.
•Facilitates in process improvement to enhance the efficiency and effectiveness of the human resource function
•Collecting CVs and maintaining data on short listed resumes.
•Scheduling and Arranging Interviews
•Telephonic Interviews
•Sending interview call letters and help in conducting interviews
•Maintain and update files including personal files of the employees.
•Maintain and update leave record of the employees.
•Offer & Employment Letter
•Travel Claims Processing
•Manage petty cash submit petty cash activity report to superior for review and record.
•Maintain a complete record of official inward and outward mail / courier and ensure timely delivery of mail to the concerned recipients.
•Maintain records of all consumable stationary items and forward status report periodically to superiors for review as er demand.
•Assist in preparation in monthly payroll.
•Responsible for the house-keeping of the office.
In R-Plus Services, I had done a lot of work for PORSCHE's HR. (sister-concerned)