•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
•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
•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
•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
•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