HR Assistant
Inchcape Shipping Services
Total years of experience :13 years, 6 Months
1. Handling the entire gamut of HR elements of the employee life cycle
• Implementing and monitoring of HR policies and procedures. Coordinating and handling more than 500 employees HR & Admin queries and activities.
• Policy recommendation and documentation.
• Plans and conducts new employee orientation and formal induction, coordinating joining formalities (documentation/ offer letters).
• Proficient user of WORKDAY - HR management tool. Creating and raising new position request, initiating hires, Job change, employee termination and manager level access to administer leave, work schedule and compensation details.
• Generating employee profile on company payroll system - OASYS and maintaining HR personal file with as per compliance procedure.
• Preparing HR related documents such as Offer letter, temporary contract, appreciation letters, warning letters.
• Worked and assisted HR Manager during the calendar year appraisals. Coordinating with various department heads to ensure appraisals are completed as per set deadlines.
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2. Recruitment and Selection
• Successfully coordinating end to end recruitment cycle.
• Prepare the job description, interacting with various consultants in order to meet the manpower/resource requirement before the deadline Performance Management.
• Identifying the best source of placement within the organization. Maintain a CV bank. Candidate short-listing for interviews. Assist Concerned Department head for final interview.
• Knowledge of UAE labour laws, Immigration procedures, visa requirements. Handling all queries as per local labour laws and company HR policies.
• Handling and pre-on boarding and post on boarding procedures. Conducting Employee Orientation in line with company policies and UAE labour law.
• Ensure and coordinated all employment visa, government medical and labour approvals for new and TEMP joiners.
3. Insurance Polices
• Handling company group Medical and Life insurance cover - over 900 members including dependents and other GCC locations. Monitoring addition, deletion and enquiries related to credit and debit invoices raised.
• Always Coordinating With insurance agent and Ensure Employees are benefited.
4. Training
• Working closely with in house Learning management & Training department and various department heads to ensure required training is provided and mandatory courses are completed as per group compliance procedure. Provided support to department and training manager to update records and work on monthly reports.
• Coordinating with HR Manager and conduct various Training Programs
• Helps to identify Gap Analysis.
5. Administration
• Coordination with Central Finance for HR related payments. Posting of expenses to company or employee accounts on accounting software-in house built application DREAM.
• Responsible to handle employees all HR and Admin related queries.
• Arranging company letterheads, LPOs, Business cards, Company equipment’s, Office stationeries and asset inventory.
• Provide the highest standard of customer service to clients whether Retail, Government or Corporate, using the Dnata Front Office (DFO) System, and wherever applicable, Airline Systems, OAG guides or Airline Time tables to ensure error free itineraries and travel arrangements that maximize customer satisfaction as well as revenues for Dnata Agencies.
• Sell products, services and loyalty programmes, developed or contracted by Dnata Agencies or Airline principals; offer information on Leisure/Hotel packages (both published and individually tailored) to clients at every opportunity, ensuring maximum sales of auxiliary products to increase net revenue.
• Inform customers about mandatory requirements covering their journey such as passport, visa, health and insurance requirements as well as other details such as check-in place and time.
• The job involves coordinating with the recruitment Specialist to ensure completeness of new joiners’ files.
• Once the approved P2P is received and open all checklists. Send out online joining advice to line managers for approval.
• Responsible for timely and accurate inputting of new employee core data into the HRMS system, in connect with remuneration policies, to include them for payment of salaries without any delay.
• Coordinate and obtain employment visa, arranging all the joining tickets booking for the new recruits, to get on the board and dealing with consulates to get visa stamped on theirs visas for some cases.
• Coordinate and ensure all ground arrangements for the new recruits to pick up, Marhaba services to meet and greet on arrival and also accommodation.
• Coordinate with the recruitment teams to ensure the closing of month end joiners and compile, update and release monthly reports to all recipients.
• Ensure to issue accurate contractual documentation relating to the employment of new the staff, and that the employment contracts are consistent with company policy.
• Arranging the new joiners briefing and handover the new contracts, providing the forms to open new accounts number, health cards etc.
• The new joiner’s passports has to be forwarded to visa services for visa endorsement on a daily basis after receiving the government medical reports
• Follow up with the new recruits and ensure that they complete the on-online induction before attending HR briefing/insurance briefing.
• Coordinate and provide timely support to line department administrators to ensure all the completion of Salaries payment/ID card/Health card/the Visa process/new joiner’s induction.
• Ensure quality of personal files of the new recruits is maintained before the files are handed over to HR admin section for updating ETHOS.
• Customer Services-Ensure to handle all customers (internal/External) and their queries related to Immigration, medical test, ID cards, passport movements, Airport Security passes and Consulates/Embassies requirements, timely, accurately, professionally by ensuring implementation of RESPOND in all areas of responsibility.
• New Joiners’ staff files-Scan all incoming new joiners’ staff files with utmost accuracy & discretion under correct classification code as per approved list.
• Recording/Tracking and following-up on staff file taken from the image processing unit by HR, Recruitment, Auditors & Security personnel.
• Insure all incoming documents are filed in the respective staff files on the daily basis.