HR Assistant
intertek
Total years of experience :15 years, 4 Months
Maintain the integrity and confidentiality of employee’s file in the HRMS and in the Personal File Folder and update changes to any employee compensation details or employee records.
Reconcile employee information received from the HR team on employee movements (transfers, resignations, joiners etc.) in order to maintain and update payroll records and to cover all changes such as salary adjustments, deductions and additions.
Managing the payroll function for more than 1000 employees, engaged in different facilities with in UAE or outside of country.
Ensure to pay allowances and overtime to employees outside country as per their respective country labour law.
Update the planner of working days and public holiday for UAE and other facilities outside the UAE as per company and government declaration. To ensure the proper payment of overtime and basic.
To coordinate with Information Management Company time to time in regards of getting archival based information of employee for the payroll purpose.
Coordinate with project and operation department to maintain record of employees transferring and posting on different projects/facilities including offshore.
Maintain the data of offshore employees on weekly basis to pay them special allowances and ensure their periodical leave as per employee’s health and offshore working procedure.
Ensure to receive on time all time sheets like OT, monthly additions and deductions and entering them into payroll system accurately.
Execute all types of salary adjustment, promotions, and preparation of memos, salary certificates, loan letters and experience certificates.
To coordinate with HSE team regarding employees complains, fines and others issues.
To coordinate with transport department for the addition and deduction to fine amount.
Facilitate leavers, calculation of end of service gratuity liaise with the GRO’s for cancellation of residency visa.
Ensure timely and accurate process of distribution for payslips of employees in a confidential manner.
Answer queries of employees regarding salary, leave calculation and other allowances.
Prepare monthly reports (Payroll reports, workforce analysis, absentee’s reports, allowances reports, Employee turnover statistics report).
Provide information to Finance Supervisor for month end reports for payroll.
Providing support to company social and employee welfare activities such as long service award, birthday, festivals celebration, sports & health events, trainings, schemes etc.
To coordinate with IT department to live the information about new schemes, birthdays, festivals, memos etc.
Prepare and maintain periodical reports loan/salary certificate reports, annual l eave, addition and deduction of overtime and basic, gratuity of employees, standby & utilization report, retention and turnover rate, end of probation period temporarily accommodation expiration report etc.
Assist disciplinary process, investigate and resolve disciplinary case in accordance to the company disciplinary policy. Provide complete report to HR manager & concern Department Management.
Visiting labour camps with senior management as per HSE and other requirement.
Assisting PRO for visa formalities in arranging Dubai, Sharjah, HAFZA & Mission Visa.
Assist in managing the performance appraisals of employees on a quarterly/semi-annual basis.
Develop friendly and functional relationships with employees, management and service providers so as to enhance the image of the department both internally and externally.
Process all kinds of temporary and permanent gate passes for Khalid port, HAFZA and JAFZA.
Process leaves applications and ticket entitlement of employees.
Maintain up to date annual leave, ticket entitlement, sick leave, emergency leave and disciplinary action record.
To manage the data of more than 250 employees.
To deal with government labor and employees departments e.g. employees social security institution (ESSI), employees old age benefit institution (EOBI).
Meeting with Senior Management to discuss competencies required for particular opportunities.
Placing recruitment advertisements in leading newspapers and job portals.
Sourcing of candidates from received CVs and job portals.
Schedule and organize interviews for the shortlisted candidate.
Handling complex salary negotiations and job offers.
Preparing contracts for successful candidate.
Notify the changes in salaries and hour for new and existing staff.
Answering employee queries and ensuring that all queries are handled I n a timely and effective manner.
Dealing with annual leave queries, processing requests and keeping leave and cover records up to date.
Coordinate with company lawyer regarding labour lawsuits.
Providing support to line managers on employment law, disciplinary and grievance procedures.
Ensure the monthly reporting of absence, turnover etc.
Maintaining and updating the filing system.
Supporting the Performance Appraisal Process.
Responsible for incoming logbook mail (fax, courier, etc.) as well as dispatching the outgoing courier and ensure all logs are updated.
To liaise with banks and auditors regarding crediting of donation from donators(inside and outside of country).
To arrange press conference on different occasions and issues.
Manage office services such pantry services and security guards.
Prepare purchase order ensuring best approaches are followed, including requesting for quotations, comparison table preparation, placing the order and following up delivery.
Liaising with social and children’s welfare government department regarding new schemes and proposals.
Conduct seminars and workshops in different cities with related to children social issues.
Liaison with law and order authorities in conducting protests and walks.
To arrange trips in different cities with transportation, residence and guides for research.
Maintain the relationships with political parties and different community’s representative.
Ensure the presence of journalist, researchers and social personalities on different occasions to highlight the issues.
Maintain the file of print and electronic media coverage on issues raised by organization.
Arranging facilities for street children such as medical, transportation, security proper residence and food.