Management Advisor | OD & Human Capital
AlUla Development Company
Total years of experience :18 years, 0 Months
* Organization Design and Restructuring: Drafted the entire organizational structure after studying the organization’s business model and meeting with chiefs and departmental heads (N-1). Prepared and presented the structure using MS Visio and PowerPoint applications. Additionally, I prepared the reporting structure (Hierarchical Structure) using MS Visio.
* Workforce Planning & Budgeting:
Initiated the Workforce planning and budgeting activity in the organization and conducted brief sessions with the departmental heads. Afterward, I sat with each departmental head separately to finalize the requirements. Designed and floated a workforce planning template using Excel to gather and combine the organization's demand. The activity was with the aim of budgeting the expenses of recruitment, payroll, benefits, and trainings etc. Presented the comprehensive demand to the management to finalize the number and get their buy-in.
* Job Descriptions (JD):
Did a job analysis study of multiple jobs by interviewing the job holders (mainly) and completed the job profiling of numerous new positions in coordination with the hiring managers.
* Performance Management Implementation (MBO):
Introduced the KPI-based Performance Management for employees across the organization (2 Cycles completed). Took the following initiatives to implement the PM System:
o Outlining the Performance Management Policy and Procedure.
o Conducted department-wise orientation sessions for Subordinates’ roles and Managers’ roles.
o Prepared and launched an MS-Forms based online form to collect organization-wide KPIs for each team member.
o Conducted Evaluation and prepared employee evaluation data using Excel spreadsheets.
o Calculated bonus based on the ratings and presented it to management for finalization.
* HC Matrices & Dashboarding:
Work out the datasets to calculate several HR Matrices. Prepared a dashboard for the management using Excel.
* Onboarding and Training Initiatives: Formulated the Employee Onboarding Program to make the new employees' joining as smooth and comfortable as possible. The program was intended to expose the new joiner to the organization, the high-level hierarchical structure, company policies, employee benefits, and employee conduct, and a presentation was prepared using PowerPoint to explain all this information.
Prepared an organization-wide TNA based on Performance Management Data Forms and line managers' recommendations. Comprehend the training plan for the management. Presented the segregated training plan based on training nature and types, i.e., skill training, management training, Leadership training, etc. Used the data to finalize the annual training budget.
* HC Policies and Procedures:
Developed the HR department's detailed policies and procedures based on the HC Bylaws to provide clarity to employees. Some main policies to highlight are the Code of Conduct (CoC), Harassment Policy, Traveling Policy, and Performance Management Policy. These policies were along with the procedures. Some procedures also included flow charts (where required) developed using MS Visio.
* Process Automation and ERP Implementation: Implemented Odoo (ERP) HRMS while creating all the required setups, performing initial data cleansing, and preparing reports and notifications. Finally, I conducted the user training for the end users.
* Operational internal Liaison with Finance and other Departments:
Acting as the central point of contact with Finance, procurement, and other departments for operational issues other than GR functions like HR vendor payment issues, budget preparation, initiation of new contracts with old and new vendors, etc.
* HR Organization Leadership and Business Partnering:
This position was next to the position of Director of HR and is responsible for overall HR planning and its operational management. Looking after all functions of HR by leading the entire team.
* Strategic HR Planning:
The company has been growing at a breakneck pace for the last few years, and its growth pattern was about 21% annually. Comprehensive long-term HR planning was required to align people's skills and competencies with the company's strategic plans. The planning naturally took every arm of HR under its umbrella.
* HR Business Process Re-engineering: Reestablished the HR process to improve their effectiveness and efficiency, establish controls, and reduce cost. The processes were shortlisted on the risk assessment approach.
* Process Automation and ERP Implementation: Automated several HR processes by launching an HR portal for employees through which they resolve their operational issues by themselves. In addition to this, I implemented iRecruitment, e-doc management, and e-payroll as the first phase of the ERP implementation project.
* Organizational Restructuring, Policy Making and Implementation:
Finalizing and freezing organization structures (departmentalization). Developing JDs for each position, developing different HR policies & SOPs, and ensuring compliance with these policies according to the Strategic HR plan.
* Industry Academia Liaison & Employer Branding: Keeping the HR strategic plan in mind, I completed environmental scanning and launched a liaison program with academia, i.e., leading universities and colleges. Initiated Management Trainee (MTO) programs in different technical and business domains, offered internships and collaborated with educational bodies for training programs like ACCA.
* Revamping of HR Operations as per HR Strategic needs: Since the organization has increased by 30% in the last three years, all the HR processes were revamped accordingly. Recruitment was replaced with a talent acquisition approach, performance management was changed from a graphic rating scale to MBO (KPI-based), and the enhanced training function was achieved by distinguishing training needs between technical and management skills. Developed clear training SOP and made it available for audit purposes. Establish the function of Potential Identification and Succession planning for key positions.
* Representing HR in Audit(s):
Being a much-regulated industry, facing Audits is an essential part of responsibility. Represent HR in both internal and external QMS audits.
* Organizational Transformation:
The primary function of the then HR & OD department was to transform a family business into a corporate venture by bringing cultural and procedural shifts.
* HR Policies and SOP:
Developed the complete set of HR policies and procedures from scratch. Finally, combine the policies to prepare the HR Manual.
* Process Automation:
Based on the approved SOPs, implemented Mena-ITech (https://menaitech.com/en-sa/) for iRecuitment, Performance Management, Payroll and Training function. Gone live with MenaITech employee portal and empowered employees for their day-to-day HR requirements.
* Job Evaluation:
Looked after the Job Evaluation Project in collaboration with Hay Group Saudi and HHR. Benchmarked the rest of the positions and finalized salary bands based on the data provided by Hay Group.
* Organizational Restructuring and Policy Making & SOP Development:
Finalizing organization structures (departmentalization) in a way that Oracle EBS deployment would be based on the same structure. Develop HR policies to implement the same policies in the ERP deployment.
* Oracle ERP Implementation:
Functioned as Business Process Expert for HR to partner with the Oracle EBS functional and Technical consultants for step-by-step process mapping. Highly engaged in developing As-Is and To-Be documentation, developing Process flow charts in MS Visio, finalizing calculation formulas for payroll processing, etc.
* Process Automation:
Some processes were identified that were required to be taken care of outside of the ERP system initially. Worked closely with the internal IT team to automate such processing.
* Workforce Recruitment:
As an especial assignment, I went to Pakistan for a large workforce recruitment project for skilled workers. Recruited around 700 skilled workers from 4 cities within ten days of the recruitment drive.
* Representing HR in Audit(s):
Represented HR in both internal and external QMS audits. Such audits were conducted frequently in SBG
• Looking after training, Performance and Recruitment domain.
• Compiling TNA and publishing the training calendar for the year.
• Delivering training to internal employees and area branches located in all over Pakistan.
• Working on Employee Branding, which includes association with top university colleges of overall Pakistan, participating in Job Fairs in university and colleges, designing Internship and Management Trainee Programs etc.
• Looking into developing competency framework for the development of identified resources.
• Managing the Orientation and Onboarding functions.
• Designing and conducting employee satisfaction survey.
• Working on Blue Print of Company Portal with reference to its functionality and business process re-engineering.
• Strategic level input for online Performance Management System development
• Effectively Using Oracle HRMS for efficient data management reporting and compliance purpose.
• Responsible for completing External and Internal audits.
• Other assignments for the year include, assisting Head of HR in implementing Balance Score Card (BSC), establishing Individual Development Plans (IDPs) etc.
Training:
• Completed company-wide Training need analysis for three consecutive years.
• Completes pre-test post-test evaluation where required.
• Devising data form for training evaluations for different internal and external trainings.
• Designing and developing different training as per the requirement of the company and departments. Trainings designed includes;
o Importance of Personal Goals
o SMART Objective Setting (Companywide)
o Implementing Performance Management (Companywide) etc.
• Analyzing individual development needs with discussion the respective line managers and company requirements. Recommending training at the end of analysis process.
• Develop Competency model and Skill matrix for the development of resources through trainings.
• Designed, develop and successfully executed six months companywide trainees program for two most critical revenue arms department of the company. The program was designed to develop fresh graduates to be successful professional. 50 graduates were hired in this program. The program ran twice.
• Supervise the implementation of whole training program.
• Constantly reviewing and evaluating the training content, trainer style and guiding the trainer in meeting the training objectives.
• Devised an evaluation criteria and system for these trainees based on Bloomberg’s Taxonomy.
• Coordinate with the outside and internal trainers for soft skills training.
• Designed training path for the company to become Gold Partner to Oracle.
• Compile report for the analysis of senior management regarding trainings in company.
• Started departmental orientation session allowing different department demonstrate their practices and process with personnel of other department.
• Managing overall training record and providing logistical support where required.
HR Policy:
• Review of Inbox Business Technologies HR policy and align it with the legal requirements and labour law.
• Drafted different policies from scratch including Relocation and transfer policies. Added relevant procedure to these policies.
• Responsible for time to time updating of the HR policy.
• Develop different executional procedures (SOPs) for policy matters including Training process, Recruitment Process etc.
Performance Management:
• Gave strategic input in the development of the portal based online Performance management system.
• Implemented and run this system effectively 3 consecutive years.
• Constantly monitor objectives given by the line manger to their subordinates.
• Conducted companywide Performance Management trainings.
• Ensuring that any line manger leaving the company performs evaluation of their employees before leaving.
• To monitor that employees are updating the performance progress at every quarter.
• To intimate all those employee and line manager who are not using the system effectively.
• Provide instance support and guidance to all employee regarding the performance management system and portal.
• Compiling report regarding performance management activity for the senior management.
ORCLE HCM Study:
• Participate in ORACLE HCM study for company clients.
• Prepare reports and analysis document for clients. AS-IS, GAP analysis and TO-BE.
Managing and looking after the discipline issues.
• Dealing with govt. agencies like personnel of ministry of Labor and other.
• Managing the EOBI data and issues related to it.
• Looking after the procurement/ purchases of major purchases of the company, searching the vendors, bargaining the prices and finally purchases of good or services.
• Looking after all the Vehicle fleet of Karachi as well as Lahore, which also include the Vehicle maintenance old vehicle selling and correspondence with the legal authorities.
• Developed different Process related to Admin Dept. Like Payroll Process, New employee joining Orientation Process, Vehicle Purchase and Delivery Process etc.
• Flights scheduling and hotel reservation.
• Correspondence with vendors, Govt. agencies when necessary.
• Run the Payroll process and corresponds with the Accounts dept.
HUMAN RESOURCE
Training
Developed and executed the Training Plan for whole year of 2008-09
Match the Training Schedule with the ISO, Pak Suzuki Motor Co. and Indus Motor Co. requirements.
Developed the Competency Criteria for the Executive Staff.
Developed the Skill Matrices for worker in association with Pak Suzuki Motor Co.
Planning
HR Planning for the year 2008-09
Assist in development of HR policy Manual.
Recruitment
Looking after the whole hiring process
Liaison with educational and institution for recruitment
Initiated the Internship program for trainee engineer.
Monitoring all the required arrangements for new comers at executive and management level.
Orientation of new comers.
ORGANIZATIONAL DEVELOPMENT (OD)
Kaizen Management
5S implementation
Process & Documents Development
Developed Hiring Process
Payroll Process
Worked on appraisal process
Developed hiring documents
o Staff Requisition form
o Joining report
o Induction form
o JD format etc.
Corporate Image Building
Developed Corporate Orientation File
Assist in Development of Corporate Web Site.
Developing Training Courses for company vendors
ADMINISTRATION
Discipline
Monitoring the timings of staff
Controlling Overtime & Late comings
Controlling absenteeism
Uniforms Management
Correspondence
Correspondence with Govt. agencies for Registration of Vehicles and Taxes etc.
Correspondence with Insurance Companies.
Meet & Assist to Company Guests.
Arrangements of Boarding & Lodging of Guests.
Factory Compliance, Safety & Security Issues
House Keeping Check
Furniture & Fixtures maintenance
Building fixtures & maintenance
Emergency Exit boards
Emergency doors maintenance
First aid boxes
Visitors’ entry and exit reports.
Recruitment & Selection
Managing hiring process of Junior and middle management positions of Macter International.
Evaluate and approve the Hiring Requisition Form, whether it meets with our existing approved head count.
Draft and design of recruitment advertisement for newspapers and educational institutions.
Liaison and communication with head hunters and executive searchers.
Supervise maintenance and update CV’s database.
Screening, short-listing and communicating with candidates
Represent HR in QC and Production panel interviews.
Represent HR in middle management panel interviews of commercial side, i.e. sales services, finance and marketing etc.
Arrangements of Panel Interviews for senior positions.
Suggest salary and make offer letter for the selected candidate.
Inform the joining of new induction to the concerned departments e.g. Material management, Administration and Finance etc, via email.
Arrangement of all the required facilities for new induction, in coordination with Administration department i.e. Car, Fuel cards, SIM card and mobile sets etc.
Ensuring processing appointment letters and verify documentation of new comers
Performs orientation of newly inducted employees.
Training & Development
Involvement in TNA preparation and Training execution related activities
Arrangements of training courses and session.
Coordination with Training consultants.
Performance Management
Involvement in Performance Appraisal related activities.
Identifying areas of improvement and setting benchmarks for employees.
HR Operations
Performs confirmations, transfer, and promotion related activities.
Ensuring periodic processing for confirmation of probationers
Preparation of Weekly Hiring Report for Head of HR w.r.t. recruitment and selection
Preparing Recruitment Cycle report.
Keeping and maintaining Regret Record updated.
GPA: 3.00 First Division through out Masters.
First Division.