HR Coordinator
GFM Consulting Middle East
Total years of experience :21 years, 3 Months
Monitoring Work Permits and Visa status of staff employees based in Kazakhstan projects (4 different locations in Kazakhstan)
Recruitment and mobilization of new employees
Timesheet closure for staff employees on monthly basis in line with Company procedure and requirements
Drafting Employment Agreements for expatriate personnel
Registering new personnel with International Health Insurance and controlling its relevant expenses
Assisting on medical claims processes through international website of health insurance provider
Organizing and monitoring various business trips for project team in line with Company procedures.
Various Weekly reports
Following various tasks from Project Manager
Assessing project team needs, assisting on different tasks and processes in line with Company policies and procedures.
Organize and coordinate workshops with project partners/contractors and various meetings within the project.
Administer all HR processes such as work attendance; leave applications; timesheets, etc. for project team and monitoring its relevant documents in data base.
Developing and monitoring mobilization rotation schedule for Iraq based project team in line with developed rotation plan.
Monitoring visa process for Dubai and Iraq based project team.
Organizing and monitoring various business trips for project team in line with Company procedures.
Following various tasks from Project Manager.
• Maintaining Manpower plan as per approved Organization Chart of the Company (300 employees in the Company).
• Administer hiring process of local, seconded and expatriate personnel in accordance with UAE Labour Code and internal procedures. Collecting all the necessary documents for personnel files, inserting required information into SAP system. Ensuring all information is tracked in HRO data base.
• Conducting HRO induction for new hired employees.
• Issuing labour contracts for new hired employees and supplementary agreements in case of employees internal transfers.
• Payroll closure. Inserting all the required information into timesheet such as business trips, annual and sick leaves, work on weekend etc. Controlling timely submission of time record sheets from departments and its crosschecking in line with approved documents.
• Controlling and administrating leave requests of the employees, maintaining data base and ensuring its policy compliance.
• Issuing employment references and other various letters.
• Monthly and quarterly reports to Moscow Branch of LUKOIL.
• Administer the booking and coordination of hotel and flight reservations in country and abroad ensuring full compliance with Agip KCO Travel Policy and all appropriate approvals obtained.
• Processing and liaising in the Visa Group, LOI and Visa requests for Milan IB office staff travelling mainly to Kazakhstan. Keeping informed of any changes in visa requirements in the countries mainly visited and solving any issues related to this.
• Participating in the preparation of the annual Travel Services Job Order, providing data on estimated annual costs and ensuring that all invoices comply with the terms of TSA.
• Advising internal customers on company travel and administration policies and procedures and monitoring compliance.
• Administering Travel Expenses in Sap Travel Management ensuring Policy Compliance.
• Administration of all Contract Travel claims for employees ensuring appropriate approvals are obtained; entitlement spreadsheet updated and air ticket on encashment provided within policy guidelines.
• Matching travel requests with invoices, highlighting and resolving any discrepancies in the travel invoices. Collating all travel invoicing for approval.
• Providing advice, information, support and guidance to line managers to assist with HR issues in accordance with the guideline received by its supervisor and in accordance with Company Corporate policies and procedures.
• Liaising with Atyrau for the effective recruitment activity of all District based Departments, utilising the Corporate Processes and considering the Manpower Plan.
• Liaising with Organization Department
• Responsible for monitoring the District recruitment activity against the manpower plan and recruitment plans. Ensuring all paperwork is tracked and up-to-date, and that manpower and recruitment issues are resolved in a timely manner.
• Provide support to departments reviewing manpower requirements, assisting in formulating packages to justify new positions, promotions, tile changes, job content changes etc. Advising Managers on requirements for MPP changes and required recruitment information, for example mobilisation and phasing.
• Managing the Job Description files for District. Liaising with line managers and department heads to ensure job descriptions are up-to-date and prepared in a timely manner to enable timely recruitment initiation and an effective recruitment activity. Ensuring signed originals are filed as hard copy and e-copy. Providing support to managers / auditors who require access to District Job Descriptions.
• Liaising with Organisation Analyst concerning District Job Description activities, assisting / enabling Job Evaluation / Job Description requirements to be met. Reviewing job descriptions and aligning with up-to-date roles and responsibilities documents, as directed by HR&O.
• Conducting interview and selection processes in conjunction with Line Managers.
• Finalization of Job Offers to selected candidates.
• Coordination and administration of the CV provision and short listing process with line management.
• Collaboration with Recruitment Agencies to search of potential candidates.
• Coordination and administration of the interview process and timetable for both candidates and Line Managers/Coordinators.
• Conducting interview and selection processes in conjunction with Line Managers.
• Support for interpretation of Company HR policies and procedures to national staff and ensuring compliance with these policies.
• Provision of Statistical manpower data for senior management consumption.
• Supporting Line Management in the processes of identification of Kazakh national staff to cover operation needs.
• Searching, collecting and archiving CV for the recruitment data base.
• Collaboration with recruitment agencies to search of potential candidates.
• Coordination and administration of the interview process and timetable for both candidates and Line Managers/Coordinators.
• Conducting interview and selection process in conjunction with Line manager/Coordinator.
• Providing weekly, monthly and quarterly manpower headcount reports.
• Administrating publication of vacant positions in the local and regional newspapers.
• Planning and scheduling the international flights for expatriate/local personnel of AGIP KCO.
• Booking and issuing the tickets for expatriate rotating staff, organizing accommodation/VIP services, picks up services around the world in accordance with pro-forma, with appropriate authorization.
• Offering the best travel options available to meet customer needs in compliance with AGIP KCO policies and procedures.
• Determining class of travel in keeping with contractor/ staff entitlement.
• Must be up-to-date with travel options and investigate all queries in order to provide the most direct route and best agent fares available.
• Formalizing the flight Manifests and delivering to the Airport Authorities.
• Maintaining customer profiles in the electronic booking system.
• Liaising with service providers (Travel agencies as BCD Travel, Gran Tour and Airlines).
• Keeping records for consolidation with invoice and payment process.
• Coordination the Charter operations, business and rotational travel for all KPO staff/departments; Parent Company visitors.
• Handles all Charter related rotational airline and hotel bookings in accordance with pro-forma request form, arranging such through a local and or international Travel Agent by raising and signing travel call-off against which invoices will be raised by the Travel Agent, assist in non-Charter Aircraft requests and business travel/hotel booking service related to rotational personnel.
• Ensures travel costs and budget are properly accounted for and monitored, that they are per contract and per KPO travel policies.
• Monitors the performance of contractors and subordinate staff. Records and assesses performance metrics related to charter and service contracts.
• Responsible for the access of personnel and visitors to the KPO b.v. main district office.
• Receiving and answering phone calls, organizing meetings, translating the documents and assisting as interpreter when needed.
• Coordinating security guards in controlling the KPO b.v. area and objects.
• Responsible for all the security issues inside the office and evacuation of the staff in case of any emergency.