Officer, Administration

Job Purpose

Performing the issuance of iqamas and work permits for employees entering Saudi Arabia. This includes coordinating with ONB, HR, MD, and other departments to ensure timely processing, payment, and system updates.

Key Accountability Areas

• Iqama Issuance Process:
  • Follow up with ONB for employees who have entered KSA but have not yet received their iqama.
  • Check the completion of required processes (insurance, medical testing, SCE) and ensure timely iqama issuance.
• Work Permit Process:
  • Issue work permit invoices through Qiwa.
  • Follow up on work permits that are not yet issued.
  • Ensure that work permit invoices are processed and issued in a timely manner.
• Payment Management:
  • Prepare an Excel sheet for iqama fees.
  • Initiate payments for work permits and iqama fees through the bank.
  • Ensure payments are approved on the same day and follow up for approvals.
  • Check the next day to confirm successful payment of all iqama and work permits. Re-pay any that were not successfully processed.
• Muqeem System Actions:
  • Take required actions on Muqeem to ensure iqama issuance is processed smoothly.
  • Make a request to HR for the printing of iqamas.
• File and Documentation Management:
  • Follow up with ONB and MD to obtain file numbers for employees.
  • Follow up with ADMIN & ONB for the creation of bank accounts for employees.
  • Ensure that bank accounts are created for newcomers who have not yet completed the process.
• EC System Updates:
  • Update iqama details in the EC system, checking for duplication and resolving any issues promptly.
• Employee Payment Settlement:
  • Ensure necessary settlements are completed in the system for employee payments.
  • Follow up on pending payments and take refund actions if required.

Role Accountability

• HR Proficiency:
  • Ability to obtain updated soft and technical skills related to the job.
• Delivery:
  • Perform the planned activities to meet the operational and development targets as per delivery schedules.
  • Utilize resources effectively to achieve objectives within efficient cost and time.
  • Provide a periodic report formatted by detailing the deviation and execution of planned tasks.
• Problem-Solving:
  • Solve any related problems that arise and escalate any complex operational issues.
• Quality:
  • Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.
• Business Process Improvements:
  • Coordinate well-defined written systems, policies, procedures, and seek automation opportunities as much as possible.
• Compliance:
  • Comply with related policy and procedures and work instructions.
• Health, Safety, and Environment:
  • Ensure compliance with relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Bachelor's degree in Business Administration or any relevant field.

Work Experience

2 to 4 years.

Technical / Functional Competencies

• Contractor management
• Work order management
• Ad hoc reporting
• Clerical documentation standards and procedures
• Document management
• Document preparation
• General inventory management
• General invoice processing