Acting HR and Admin Manager
United insurance Co.
Total des années d'expérience :17 years, 11 Mois
Supervisory
• Reports Directly To: Managing Director / Deputy General Manager
• Team Managed: HR and Admin officers, office boys, secretary, drivers, lawyer, police officer, security guards, cleaners, farmer
Role & responsibilities:
HR Human Resource Management
• Strategic duties:
o Responsible for HR balanced scorecard strategies (i.e. suggested career path, requested trainings, development events, , reduce turnover cost, employees, etc.).
o Ensure Human resources information system works properly.
o Analyzing and evaluation of the company job description
o Responsible for the company organizational chart updating and designing.
o Responsible for annual training needs plan.
o Responsible for salary scale designing.
• Recruitment and Selection: Responsible for advising managers on writing job descriptions, Vacancy Authorization Forms and interview questions. Responsible for advertising recruitments, taking part in interviews and carrying out pre-employment checks.
• Orientation and exits: Ensure new staff receive an appropriate orientation, including receiving an explanation of and committing to Code of Conduct. Ensure clearance and debriefing is carried out for exiting staff.
• Performance Management: Advise managers and staff on effective performance management and administer the collation of performance management documentation (Management by objectives (MBO).
• Staff Development: Collate HR Development needs, identify resources, in coordination with managers and arrange development activities.
• Compensation and Benefits: Review and approve monthly payroll before final validation and signature of finance and internal auditing. Ensure that HR related policies and procedures are shared and are understood and complied with.
• Personnel administration: Responsible for ensuring the following are accurate, complete and up to date - personnel files, management of leave, management of contracts, administration of health insurance scheme, . Ensure confidentiality is maintained in regard to all sensitive personnel data.
Administrative staff follow-up
• Liaison with local authorities for administrative purposes
• Manage stationary and office supplies ensuring that sufficient stocks are maintained
• Ensure upkeep and maintenance of the company offices
• Ensure the good implementation and manage of attendance sheets and leave requests, sick leave, and unpaid leave.
• Ensure the visas, flight details of visitors and top management, airport pick / drop schedule for transport arrangement.
• Maintain an inventory of the company owned items .
• Ensure administrative support to trainings and workshops (e.g. booking of facilities, provision of materials etc.)
• Ensure non-personnel contracts are drafted according to legal requirements are correctly filed and recorded and payment schedules are followed.
• Review and approve social security and salaries tax payment report prepared by Admin officer.
• Ensure all updates in registration, modifications, cancellation of employees and dependence of health insurance and medical claims
• Handle HR questions, clarification of policies, interpreting and administering contracts and helping solve work-related problems
• Ensure contract expirations in order to anticipate each renewal of contract or to inform the employee on time
• Ensure annual leave plan is updated. Inform in a monthly basis to the coordination team and managers about staff taking leaves.
• Ensure utility payments are made on a timely basis
• Manage cleaning staff, guards and administration officers (where applicable).
• Take an active part in meetings and trainings.
• Regularly provide staff with all HR related information.
Admin:
• Handle all incoming calls and visits to the Managing Director's Office including high level officials.
• Maintain the daily meetings and appointments agenda of the Managing Director.
• Prepare meeting agendas, travel itinerary and arrange flight reservations, hotel bookings, car rental, etc.
• Organizing all company’s meetings in / out the premises.
• Handling minutes and follow up on the action plan with all department heads.
• Handling incoming and outgoing correspondences solely.
• Implement and maintain effective and accurate filing, tracing and follow up systems to assure efficient follow up of all work aspect.
• Document translation whenever required.
• Regularly updating business contact data base.
• Maintain stock of office stationery and supplies, and keep the Office at an impeccable presentation.
Communication:
• Liaise and communicate efficiently with Business Partners, consultants, Head Office and members of staff.
• Interact with other departments within areas of responsibility and develop solid working relationship with them.
• Handling communications and maintain the relationships with international suppliers and clients.
• Disseminate information from the Managing Director's Office to Heads of departments and other employees.
General:
• Directly supervising junior secretaries, reception, telephone operator
• Aware of confidentially and how to handle confidential correspondences and information.
• Stay up to date with latest company data, records, corporate news and reports.
• Handle any media task or project as delegated by the Managing Director.
Master Degree Student from2016 to 2018