Operations Support Manager – HR/Administration
Petrofac Project & Services Pvt. Ltd.
Total years of experience :22 years, 1 Months
-As Operations Support Manager - HR/Administrations responsible for all the Resourcing of Project Manpower, their mobilizations as per planned, full onboarding process.
-Supports day to day activities of Plant Operations and ensure there is no issues in terms of support in running plant smoothly.
-Coordination with all Subcontractors for their Manpower Resources, their employee’s welfare, ensuring their timings and PPE adherences.
-Supports in Facility managements, such as Office Set up, Camp Accommodations, transportations etc.
-Coordinate with client and ensure all the site operations are as per procedure and policy and KPI based.
-Daily reporting for People on Board, Critical Positions for all the manpower’s of Petrofac and Subcontractors.
-Supports in monthly invoicing process, arrange back up documents to support for invoices in liaising with other departments.
-The all above includes overall all general administration activities as well as any other adhoc duties by superiors.
-Assigned in Al Khobar, Saudi Arabia to handle Aramco Project (Jazan - Refinery and Tank Farm Facilities Project) for Mobilization and Demobilization of various discipline staffs for Corporate Office as well as different projects.
-Responsible for all HR, Admin related activities of the Project, Manpower Planning, Resourcing and mobilization of taskforce, Equipment etc.
-The duties comprise of mobilization process of new joiner and company’s secondee staff after their approval
from Project Management.
-Overall responsibility for the newly candidates until their joining to company - such as coordination for them
visa process, their ticket issuance and accommodation booking etc.
-Coordinate with Project management the requirement of Manpower and Equipment and make proper planning on mobilization as per client/project requirements.
-Coordinate with various supplier, negotiate with the commercial points and finalize the Bid Tabulations. Complete the entire contract formalities.
-Managing Resourcing of Manpower (Overseas and Local Hires) - tasks involved in recruitment process including resourcing, screening, short listing the candidates through Taleo system, Recruitment Agencies - Overseas and Local suppliers.
-The all above includes overall all general administration activities as well as any other adhoc duties by superiors.
-Assigned as a Project Administrator for JGS’s major project as a main contractor (JGC-Tecnimont JV) of
GASCO - IGD (Integrated Gas Development) Habshan 5 Process Plant Project.
-Supporting Admin Manager and Project Manager in managing administrative support at Project and liaison
with multi national manpower at Site.
-Maintaining manpower of the project and mobilizing of workforce as per site requirement and as per
Mobilization plan of the company through various agencies and company’s affiliates.
-Arranging UAE visa for the new mobilization with the help of company’s Personnel Relation Department and arrangements of Tickets and Hotel Bookings or Check-in in Camp for the new arrivals.
-Process for Medical Test, Application or Daman Insurance, Labour Card, Emirates ID and CNIA Passes etc. through Personnel Dept. for new arrivals.
-Conducting Admin Induction and liaise with Safety Dept. for further Safety Induction for new Arrivals.
-Processing leaves requests of the employees proceeding on leave, their ticket arrangements and leave settlements etc. Arrangements of Transport for Airport - Pick up and drop.
-Working as a Transport in-charge as part on my Job and maintaining Project transport service like Commutation from Camp to Site vice versa, Shuttle bus service at site for Inspection Crews and Recreation Service for the weekend plan.
-Procurement of Vehicles and Direct Manpower for Site requirements through liaise with rental companies for the lease of vehicles and hired manpower.
-Maintaining routine check up of leased vehicles and monthly health check up of drivers to meet all safety requirements of Client - GASCO.
-Providing trainings to the drivers for a defensive driving and to acting according to emergencies and during fog at road.
-Instruction to the drivers for maintaining speed assigned by Traffic Police and Safety Dept. at Site while driving for commutation, shuttle service and recreation trip and keeping eye on vehicles movement through installed IVMS (Integrated Vehicles Management System) in each vehicle.
-Assignment of Job to the drivers and maintain their timesheet log for their working times as per company policies.
-Assisting Manager Human Resources/Senior in managing the Human Resources function for company.
-Maintaining movement of employees - Internal transfer or Out of the country and Mobilisation Monitoring
sheet.
-Providing administrative support for Recruitment Assessment centres. Coordination with the various
agencies registered with the company. Filtering CVs of the candidates from Taleo according to the
requirements, short listing candidates and arranging interviews. Preparing offer letters for the selected candidates to be hired.
-Ensure all new employees are inducted properly into the Company/Division and includes new arrivals on visa in Daman (Health) Card.
-Co-ordinate with Government Relation Department and assist for processing Visas, Labour Card, Oil Field Security Passes, etc.
-Manage the renewal of contracts and distribute assessment forms of all personnel for renewal of contracts. Scrutiny of recommendation forms with relevant details for employees. Preparing contract agreements, increment letters and bonus letters for employees.
-Ensure Company Disciplinary and Grievance Procedures are properly followed by Line Management only after consultation with the HR Manager.
-Update Employee Personal Details, Payment of EOC settlements, all entitlements periodically in HR System.
-Checks leave request entitlement, Labour card expiry date, Airfare entitlements for the personnel proceeding on leave.
-Attend all HR and IR meetings on site with the Client / Company as per HR / IR Manager’s instruction.
-Co-ordinate accommodation and transport requirements for the personnel.
-Co-ordinate all training requirements on sites through the Human Resources Department.
-Release of passports of all employees travelling upon obtaining authorization. Safe custody of passports with
visa and labour cards of personnel out of UAE.
-Update reports on weekly basis for tracking and follow up of Labour Card Expiry, Personnel without Labour
Card, Visit Visa, Block Visa, Status of Personnel returning from vacation.
-Compilation of Monthly HRD Report, New arrivals & Vacation report for Payroll purpose and Obtain Safety
Report and Expended Man-hours from all sites on monthly basis.
-Handling administrative support, liaison with multi-national workforce and the management.
-Ensure that work standards and site rules are adhered to and that the company's disciplinary procedures are followed.
-Organise Site establishment and stock control.
-Functioning for maintaining salary preparation, employment contracts, making correspondence and letters
for the company.
-Preparing swipe ID cards for the newcomers as well as the replacements for the personnel with old cards.
-Processing necessary documents for ID Badging for Project and maintaining IDs expiry record and it’s
renewals.
-Co-ordinates with Head Office HR personnel for processing Iqamas, passport renewals of the project personnel.
-Keep tracking for employees on visit and co-ordinate with Head Office processing of renewals of their visas.
-Control the site attendance and time keeping and keep records and ensuring all timesheets have been
entered correctly for the project team.
-Maintain manpower report for the project personnel and ensure all mobilization, demobilization and
retrenchments are correctly handled on Project.
-Processing leaves requests of the employees proceeding on leave, their ticket arrangements and leave settlements etc.
-Attending meetings on/Off sites and taking minutes of meeting.
-Providing Camp Facilities and transport for the project personnel.
-Maintaining site Vehicles report and its services.
-Update monthly manpower report, monthly mobilization/demobilisation plant and expended site man-hours reports.
-Handling Site Petty Cash.
To assist the Site Manager to administer a project by means of efficient documentation control. Processes and distributes all project documentation to the various parties on site. Maintains the filing system and project archives. Issues and controls transmittal and delivery notes controls office computer file reference and filing codes. Coordinates staff timesheets and leave forms. Administers living out allowance and travel schedules. Drafts Letters & faxes - General correspondence, Receipt of all Incoming /Outgoing Documents and Filing. Preparing certifications for the employees. Processing necessary documents for ID Badging for Projects for the employees at Site. Maintain daily time sheet and taking monthly time sheet print outs for processing payroll.
Maintaining spreadsheets and database of company employees and maintaining office systems making correspondence and letters for the company. Maintain daily time sheet and taking monthly time sheet print outs for processing payroll. Arrange employees transport, camp facilities for the employees and maintain office time management.
-Assist the department, and while fulfilling a fundamental role in that team, utilising the opportunity to gain
practical experience.
-Draft letters, fax and general correspondence.
-Ensure proper document control with all incoming / outgoing documents receipt.
-Maintain proper distribution of documents to the necessary authorized personnel. Ensuring to maintaining confidentiality of information and data.
-Involving salary computation attendance, leave and entitlements.
MBA in Human Resources Management System.
Bachelor of Commerce