(Senior) Department Assistant

Purpose

Provide administrative support to the Group Chief Human Resources Officer and the Human Resources team, ensuring the smooth operation of the department.

Responsibilities

1. Process travel arrangements for the various team members, transfer employees and out-of-town trainers in coordination with the travel desk and in line with the firm’s travel and expense policies (from airport pickups and drop offs to airlines, hotels and visas).
2. Keep all employee files complete and up to date, keeping track of document withdrawals, returns and required updates, in coordination with the relevant team(s).
3. Sort incoming courier deliveries for distribution and process the department’s courier requirements.
4. Keep a running inventory of all available stationery items on a regular basis and replenish when required to avoid shortages.
5. Budget, Procurement System & Purchase Orders (POs):
6. On an annual basis, input all HR expense items on the procurement system ensuring accuracy in figures budget line codes, etc.
7. Produce quarterly reports comparing expenditure from each line to the original budget.
8. Create Purchase Orders (POs) on the procurement system in operation, and ensure all details are complete and accurate.
9. Track the status of POs throughout the entire procurement cycle, from initial creation to final payment, ensuring timely payment to vendors.
10. Address and resolve any issues that arise throughout the payment process to avoid unnecessary delays and issues arising from delayed payments.
11. Keep an eye on various budget lines, as requested by the GCHRO from time to time, ensuring spending habits are in line with corporate direction.
12. Portal:
13. Review portal announcements on a regular bsiss and ensure that the portal is updated with the latest announcements and offers.
14. Work with the team to ensure the department’s workspace, and the corresponding public portal are always up to date with the latest versions of policies and forms.
15. On a quarterly basis, create an announcement timetable, circulating critical reminders in sync with our corporate calendar.
16. Attendance System:
17. Register employee responses to attendance alerts promptly and ensure that any attendance-related notifications are accurately recorded in the system.
18. Suspend attendance alerts for employees as needed based on requests from the Travel Desk, Learning & Development, etc.
19. HR Documents Keeper
20. Keep track of the department’s policies & procedures document; keep track of the update schedule of the various workflows and ensure they are appropriately incorporated into the compiled document and duly distributed among the team.
21. Keep track of all new and updated policies for inclusion in new versions of the Employee Handbook and ensure they are reflected.
22. Keep a log of the department’s internal documentation guidelines, including HR logos, formatting guidelines, and document codes and ensure they are accurately utilised
23. HR Technology:
24. Own the app and all HR features on the company portal, on HR’s behalf, testing various tech features as required with various teams.
25. Ensure the app is always up to dated and coordinate with IT to give feedback on any issues, etc.
26. Participate in testing of various HR tech platforms as requested.
27. On an annual basis, collect and collate the team’s annual vacation plan. Update regularly, highlighting any scheduling clashes or issues to the GCHRO or the relevant manager.
28. Plan and arrange the logistics for various HR events including venue bookings, handouts, catering, etc.
29. Create and maintain a database for all general service providers the team uses (translators, hotel contacts, etc.)
30. Handle the department’s petty cash and settle in line with the applicable policies and procedures.
31. Actively participate in HR projects and initiatives on a group level as assigned.
32. Ensure compliance with all applicable AML/CTF rules and regulations as required in the conduct of the role.
33. Ensure timely completion of all relevant AML/CTF training provided by the Group.
34. Ensure response to AML, CTF & sanctions inquiries in a timely manner.

Job Requirements

1. Bachelor’s degree in any discipline.
2. 5-8 years’ experience supporting a business head and a team of 20+ employees in a highly pressurized environment.
3. Solid experience in diary and travel management of multiple senior individuals.
4. Tech savvy individual with excellent organizational skills.
5. Excellent Microsoft Office skills (Word, Excel and Power point).
6. Excellent command of Arabic and English.
7. Excellent communication skills (written, verbal and listening).
8. Able to build partnerships and work well in teams.
9. Can identify problems and refer/escalate complex issues to a higher level.
10. Detail oriented; ensure deliverables are always of a high quality.
11. Flexible in taking on new tasks.
12. Multi-tasker, highly capable of meeting changing deadlines, prioritisation and handling multiple projects simultaneously.
13. Manage pressure and conflicting demands.
14. Able to work with remote teams.
15. Self-starter- works with minimal supervision; motivated and eager to excel and develop.

Any other tasks required within the general scope of the department

“Thank you for your interest in applying to EFG Holding. Due to the high volume of applications/interest, please note that we are only able to respond directly to applicants that are shortlisted for interviews.”