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Job description / Role
Attendance:
• Ensure 100% compliance to Time & attendance system.
• Enroll new joiners in the Timepaq system and update.
• To upload department shift schedule and monitor shift compliance.
• To keep the records of staff time-off and compensatory-off. Ensure compliance to Comp-off policy.
• To prepare payable overtime sheet & monthly staff attendance and submit to the account department.
• To prepare staff monthly consolidated attendance report and submit to the HRM.
• Verify attendance, hours worked, and post attendance adjustment in timepaq after obtaining necessary approval on daily basis.
• Record employee information, such as exemptions, transfers, and resignations, to maintain and update payroll records in the Time paq system.
• Manage the entire Time Office activities.
• To prepare the time-card of outsource staff for daily attendance.
• To prepare the outsource staff monthly attendance report (absent & lateness) and forward to concern department.
Visa, OHC, Labor card and Passport: New and Renewals:
• Process all new joinee visa for stamping and change status
• Ensure to track new & renewal of visa, OHC, labor card and passport
• Send monthly reminder to respective teams for renewal of expired documents such as visa, occupational health card, passport, emirates id or any other company / work related id cards.
• Coordinate with PRO and assure the processes are done on time to avoid any penalty
• Maintain database to record all such activities
• To maintain the proper filing of the documents.
• Update all the new/renewals of staff related documents on the civil soft
• Sharing the relevant data/tracker related to above as and when required by the management
Employee Relations
• Taking responsibility of the safe custody of HR documents and employee related forms
• Receive, Dispatch, Monitors & Intimates All Incoming & Outgoing Documents.
• Assist in the recruitment process. Shortlist CV’s, interview candidates, provide assessment, prepare offer letters, collect necessary documents for visa processing and coordinate for staff onboarding
• Assistance in employee engagement activities.
• Sending announcement emails like Birthday, Promotions etc.
• Receive and process employee requests such as, salary certificates, NOC’s, employment certificates etc.
• Ensure to maintain highest staff satisfaction levels of HR processes
• Understand staff grievances; empathize and support to resolve issues; escalate if required
• Prepare incident reports and document all necessary arguments / situations and proofs on all cases inquired and investigated
• Prepare warning letters if required by management and record the same on civil soft and staff file
Staff Uniforms:
• Arranging for staff uniform measurement: existing and new
• Receiving and processing all the staff uninform request forms.
• Sending email to supplier with the uniform details.
• Coordinating with the Purchase department for the purchase order.
• Follow up with the supplier for the timely delivery of uniforms and other escalations if required
• Receive delivery notes and invoices and proceed accordingly
• Look for new vendors and quotations if required by the management
Medical Insurance:
• Applying medical insurance for all the new joinee
• Requesting for deletion of medical insurance for all the exit staff
• Applying for category change or any other insurance modifications as required
• Coordinate and follow up with head office for all insurance related queries
• Issuance of new asset: Mobile, laptop, Sims etc.
• Maintain all approval documents for issuing new assets to staff
• To ensure staff fill the acceptance form at the time of receipt of particular asset
• Maintain the database for all the issuance and update at regular intervals
• Notify the concern department at the time of issuance/transfer of any asset(especially finance and IT
General
• Making sure that the HR reception area is kept neat and clean at all the times.
• Closely monitoring all the office supplies like Pen, Paper, chocolates, stationary, notebooks etc. and making sure the order is placed well in advance.
• Meeting rooms, waiting area to be maintained and inspected daily. Keep an eye on Stocks of all necessary items like flyers, brochures, water, etc. so that it is abundantly available.
• Follow ups with suppliers, employees, candidates for any pending requirements.
• Send the email for LPO and payment after delivery of the uniforms to purchasing department.
• Maintains and deliver quality service by following organization standards and preserve confidentiality.
• Uphold the company’s image at all times while communicating to shareholders.
• Any other task or responsibility as required by the Management.
• Monitoring all the office supplies stock and placing the order as and when required
• Assisting in taking the handover when the other HR team member is on leave
• Any other Adhoc tasks as assigned by HR Manager or GM
Requirements
• Minimum 2 yrs. experience in the relevant role.
• Knowledge of computer system. Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Excellent organizational and time management skills
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Knowledge about UAE labour law and Visa processing
About the Company
A leading group in UAE.