Administrator

Job description / Role

This role is mainly responsible for supporting the division coordinator in providing general administrative assistance on HR/Admin transactional activities across the division while ensuring high level of coordination is executed among employees of the division.

- This includes matters related to employees' life cycle activities starting with recruitment until Exit.
- Collect the department staff attendance and O/T (over time) information and provide to division coordinator to prepare the attendance and O/T sheets.
- Prepare the supporting documents of medical claims which would be submitted to HO (head Office) on a monthly basis
- Assist in the renewal of Health certificates of employees in production and Stores as stipulated by the MOH (ministry of health)
- Coordinate with HO Admin department to renew the RP's of division staff
- Works closely with the division management team to ensure adherence to Admin / HR guidelines at the operational level
- Assist the Division coordinator in communicating development of Admin / HR policy & procedure to division staff
- Follow up with local manpower companies for any 3P/temporary worker's matters
- Assist the division coordinator in preparing Request for Employment (RFE) through coordination with recruitment team, HRBP and hiring managers to complete documents and submit for approvals and further processing.
- Assist the division coordinator in fill in the HR-Transaction form and complete required attachments for all required requests and have them signed from Division GM & FM before sending to the HRBP.
- Compiling and checking all documents related to HR/Admin requests prior sending for further processing to the division coordinator and HRBP.
- Assist Division Coordinator in Joining report preparation and salary card creation by compiling the documents required for joining and salary card, tracking the same when sent to head office.
- Keep track of the work visas issued to the candidates and/or recruitment agencies and ensure relevant department heads are aligned with the new employees' joining dates.
- Responsible for handling the documentation of staff accommodation; planning the availability of accommodation for new employees (coordinating with camp boss).
- Responsible to collate division employees' leave schedule
- Coordinate employee insurance, medical card renewals and health certificates with Head Office HR & Admin
- Processing and following up with Admin Team for the employees leave balances
- Check traffic violations for employees using company vehicles before going on leave.
- Make arrangement for new employees on their tickets, hotel accommodation etc.
- Follow-up timely availability of exit permits for employees going on leave.
- Timely preparation of joining reports for new and re-joined employees from vacation.

Requirements

Requirements
- Minimum 2 years similar work experience preferably in mid-large organizations with complex environment as Admin / HR Coordinator role in a cross-dimensional corporate environment within GCC.
- University degree graduate, preferably with degree in Business Administration, Human Resources Management or Humanities.
- Strong English communication skills, both written and verbal with the ability to persuade and influence people. Arabic and Hindi language are plus.
- Proficient in Microsoft Office tools
- Knowledge of local laws applicable to HR, Commercial Licence, Municipality Licence etc.
- Experience in highly complex environment with demonstrated coordination and organizational skill with exposure in recruitment processes and other administrative activities.
- Experience in management reporting skills.
- Ability to multi-task and work independently
- Attention to detail, with ability to manage time to organize and prioritize work
- Well-presented and able to communicate at all levels in the organization

About the Company

The Ali Bin Ali Group is a privately owned company with a heritage that dates back to 1945. Our roots began with a vision to provide quality international products and services to the people of Qatar. Today our Group is one of the largest retail and distribution companies in Qatar. We are also proud to say we have a long-standing reputation for building successful partnerships with the world's leading brands across a diverse range of business activities. This success is born out of our unwavering commitment to the long-term development and strategic growth of not just our Group but also that of our partners.

Our knowledge of the market is unrivaled. That is what keeps us ahead in an environment of phenomenal growth in Qatar. The Ali Bin Ali Group has evolved and grown in response to Qatar's diversifying requirements.

As a Group, we thrive on innovation, which is the key to our consistent market share results and achievement awards. The Ali Bin Ali Group operations are currently local but our standards are International. Our partners and competitors credit us with an impeccable reputation and with excellent public and private sector relationships. But from our perspective our most important affirmation comes from customer satisfaction across each of our Group's business divisions.