HR Operations Support Executive

Job Summary:

The incumbent is responsible for providing support in various HR functions which includes administering personnel records, leaves, compensation and benefits as well as reinforcing internal company and HR policies.

ACCOUNTABILITIES

Policies & Procedures:

•  Adhere to all Zahrawi Policies & Procedures as applicable.

HR Planning:

• Support the HR management in planning and implementing overall HR strategies that contribute to the company’s objectives and goals.
• Assist HR management in developing and implementing HR policies and procedures that comply with labor law regulations as well as corporate policies and values.
• Manage all HR policies and procedures for KSA.
• Assist the team in digitalizing processes and participate in projects that support HR digital transformation.
• Assist the line manager with any ad hoc request pertaining to the subject.

Personnel Administration:

• Prepare or update personnel records related to hires, transfers, promotions, and terminations.
• Prepare employment offers, contracts, joining reports and other employee documents as well as HR letters.
• Manage and maintain Employee Database in the employee Master file & on ERP system.
• Administer internal communications including preparation of memos and HR announcements.
• Assist the line manager and the HR team with any ad hoc request pertaining to the subject.

Employee Engagement:

• Work in the team spirit to support employee engagement activities for Zahrawi.
• Organize and coordinate employee engagement plans and activities.

Compensation & Benefits:

• Assist Zahrawi employees for all Compensation and Benefits related matters.
• Assist in the annual insurance renewable process.
• Update employees’ compensation records related to salary adjustments/ increments/ deductions etc.
• Assist the HR Operations & Admin Manager in Salary Increments, Grading, Salary and Benefits Structure streamlining on a yearly basis.
• Prepare employees’ compensation by the end of each month using the ERP system.
• Assist the line manager with any ad hoc request pertaining to the subject.

Payroll:

• Ensure the operational aspects of payroll processing and associated activities, including salary disbursement, reimbursements, travel perdiems, overtime pay, bonus and encashments are accurate and delivered within appropriate timeframes.
• Ensure the payroll records are accurately maintained and updated regularly in line with data protection.
• Keeping a track of Support Function Employee Attendance to ensure timeliness and fair payment of overtime.
• Ensuring the Annual tickets are sent to Zahrawi employees with the payroll as per their joining month.
• Managing and administering salaries through the Zahrawi’s WPS as per the Ministry of Labor in KSA. (through Mudad)
• Reply to the Ministry of Labor’s comments regarding the payroll.
• Assist the line manager with any ad hoc request pertaining to the subject.

Leaves:

• Manage and maintain the leave accrual system and responsible for year ending balance leave encashments as per Zahrawi’s policies.
• Approve leave requests in line with Zahrawi policy on the ERP system.
• Assist the line manager with any ad hoc request pertaining to the subject.

Allowances:

• Review and process advance payment request of employees (HRA Advance/ Salary Advance) in line with Zahrawi’s policies.
• Process employee requests for Travel Perdiems in line with the business travel policy for outside training/work.
• Verify expenses in Zahrawi’s ERP system before approval from the HR Operations & Admin Manager.
• Assist the line manager with any ad hoc request pertaining to the subject.

Leavers:

• Initiate Employee leavers process online until completion of exit of the employee and follow up with the respective departments for a timely clearance.
• Coordinate for exit interviews with the respective managers and HR for employees who are leaving Zahrawi.
• Finalize all EOSB and Leave Settlements in line with the local law and ensuring the employee has received it and all documents processed in line with the leavers checklist.
• Assist the line manager with any ad hoc request pertaining to the subject.

Budgeting:

• Preparing the Compensation and Benefits Budget for KSA in collaboration with the HR Operations & Admin Manager and monitoring, reporting, and adjusting it when necessary.
• Assist the line manager with any ad hoc request pertaining to the subject.

Government Relations:

• Assist in GOSI processes (addition/removal of employees, monthly GOSI bills).
• Process authentication of employment contracts electronically through GOSI & Mudad.
• Process the transfer of sponsorships and issue labor cards on Qiwa
• Issue Saudization certificates
• Renew residency IDs (iqamas) and process exit re-entry visas on Muqeem.
• Assist in any government relation processes as requested by the line manager.

Reporting:

• Prepare monthly HR reports with a summary categorized by Nationality, Headcount, Staff Proportion, Joiners & Leavers for KSA.
• Prepare periodic HR KPIs Reports.
• Support in preparing and compiling reports or data as requested by Zahrawi management.
• Assist with all requirements requested by the Auditing team.
• Assist the line manager with any ad hoc request pertaining to the subject.