HR Admin

Role
Your role is to act as the liaison between HR manager and employees, ensuring smooth communication and prompt resolution of all queries. For this role, you should be able to work autonomously and assist in more complex HR duties, like posting job ads, coordinating interviews and contacting candidates. The work, which is often decidedly administrative in nature, involves documenting grievances, terminations, absences, performance reports, and compensation and benefits information

Recruitment

• Posting jobs online after getting the details (sample/draft) from HR Manager
• Ensuring the jobs are posted and approved online  Downloading the cv’s from the portal and creating own data bank for future reference
• Responsible for initial screening (visa validity, current location, salary details)
• Submission of Cv’s to HR Manager based on initial screening for detailed interviews
• Sending interview details like location map, address, time to candidates.
• Coordinate with shortlisted candidates for final interview on call (time, place, attire etc)
• Assisting HR for walk in interviews, collection of cv’s assigning numbers to candidates, sending them accordingly to HR & management
• Responsible for collection of selected candidates’ documents -like passport & visa copies, photos etc as advised by HR Manager
• Scanning the documents and uploading them on drop box & employee folders
• Making the file of each employee and putting name stickers on the file for easy access

Induction/Orientation

• Preparing & arranging the training material required for induction
• Introducing Junior new hires to Head office staff and premises
• Arranging the uniforms for new joiners from the stock and ensuring it is recorded properly and acknowledgements are taken appropriately after getting verified from HR Manager

Visa Processing

• Collecting the soft and hard copies of employee’s documents & submitting to HR Manager for visa processing
• Coordinate with PRO on any missing documents
• Provide update to staff on e-mail on each stage of visa process
• Arrange the medical & EID of staff –Preparation of required documents/guidance on location and medical procedure
• Detailed Instructions to staff on what documents are given to them & what documents are required back after the medical finishes
• Fill & scan the Health insurance documents to be sent to HR for review and approval
• Providing the copy of residency visa, HIC, EID to staff once received
• Coordinating with HR on any renewal/cancellation of visa

Payroll

• Responsible for time & attendance system in order to ensure the details are recorded accurately.
• Responsible for Collecting the timesheets from the branches on time
• Verify the system data with the timesheets received from branches and updating HR of any discrepancies
• Providing accurate reports on any increments, deductions, absenteeism, disciplinary, loan etc to HR Manager so that a payroll can be created on time and processed accordingly
• Sending report to HR manager on upcoming vacations so that the payment details can be prepared on time and necessary approvals can be taken from management
• Preparing the data for applying salary card so that HR Manager can further process
• Scanning of the salary cards once received, filling them and updating HR system with salary card details
• Maintaining employee confidence and protects payroll operations by keeping information confidential.
• Employee Relations
• Communicating any operational issues to HR Manager/management for effective & Immediate solution
• Acting as first point of contact for any grievances/ issues of employees (related to work, breaks, working hours, salaries, leaves, vacations, loans payments etc) and further raise it to HR Manager (in more complex situation) so that it can be dealt according to company policy
• Processing any loan request to HR Manager ensuring that all documentations are
• done properly before sending for approval.
• Responsible for doing documentation for same, getting approval from HR, arranging
• disbursement from accounts, and follow-ups on repayments.  Handling and Managing employees’s initial phase of appraisal (probation completion/annual appraisal) i.e. sending reminder emails, collection of filled forms, scanning
• Ensuring proper communication and adherence to policy.

Other Admin Task

• Doing a monthly report on employees updated contact numbers & e-mail ids so that they can be reached immediately in case of any emergency
• Responsible for maintaining the inventory of uniforms, ordering them, raising LPO for same
• After verifying it with HR Manager Looking for vendors related to HR work (like HR Software/attendance machine/trainings vendors/recruitment consultants) Arranging any kinds of training as advised by HR Manager and finding the training institute accordingly
• Other tasks as instructed by HR Manager

Self-Learning & Development

• Engage in Training Sessions when required
• Develop detailed product knowledge
• Be fully committed and dedicated to personal development and growth, working toward the achievement of performance targets on agreed periodic basis

Knowledge Management

• Ensuring all processes and procedures within the team are captured and are well documented and updated on a regular basis
• Ensures all paperwork is kept in meticulous order and correctly executed within the Branch, complying with all management information and reporting requests and in compliance with legal/regulatory standards/requests
• Ensures that all documentations are up to date and the team is following and are audited as per the set benchmarks on a regular basis

Confidentiality & Ethics

• Ensure full compliance with the Company’s Confidentiality policy and Third Party Non Solicitation policy which prohibits the sharing or discussion of sensitive information and the earning of fees through third party channels not connected with the Company;
• Protection of the Company at all times in relation to informational databases, IP, secrets and strategy, as well as sensitive information, all of which may not be discussed with any unauthorised person
• Ensure all sensitive client and Company information remains confidential and ensure this culture is built across the Branch
• Ensure any unethical behaviour of any team member is quickly brought to the attention of Senior Management, so that it may be appropriately addressed.

Pre-requisites

• Associate degree in related field
• Minimum 2 years of experience in related field at hotels/restaurants/customer service industry
• Proficient with computers and basic programs (Microsoft Office, email)
• Advanced knowledge of Microsoft Office package
• Word, Excel and Power Point
• Passionate and driven
• Excellent communication skills, both face-to-face and telephone
• Excellent attention to detail
• Ability to handle stress and pressure
• Excellent presentation and public speaking skills
• Analytical, with the ability to draw measured conclusions from a set of data
• Excellent team management skills
• Willing to travel and flexible to work long hours
• Excellent Emotional Intelligence

Job Types: Full-time, Permanent

Pay: Up to ﷼5,000.00 per month