HR And Administration Officer

Position Summary

The HR & Admin Officer will be responsible for carrying out all HR & Admin related tasks to support employees across Zajel and ensuring the effective management and implementation of the organization’s policies and procedures.

Responsibility Description

Recruitment Activities, Induction & Employee Relations

• Supports the recruitment process end-to-end to enable selection of quality talent for vacant positions (except technical and Senior positions) within defined timelines
• Ensures timely coordination of interviews with hiring managers involved in the interview and decision-making
• Negotiates pay and salary rates with candidates
• Finalizes the job offer after confirming with hiring manager and Manager - HR & Administration; Conducts reference checks for senior positions as required
• Coordinates with employee relations to ensure completion of recruitment related formalities such as employment visas and necessary clearance documents
• Ensures reduction in recruitment cycle time by ensuring optimum utilization of all available sources for recruitment
• Ensures all joining formalities for new joiners are completed which includes activities related to offer letter, joining documents, collecting required employee details etc.
• Ensure the new employee is provided with the required induction and orientation
• Identifies employee issues, communicating with concerned departments regarding those issues; schedules meetings with employees and their managers regarding employee issues and acting as an arbiter between the employee and people manager wherever necessary
• Ensures that grievance handling and disciplinary proceedings are carried out in line with company policy and national legislation, communicating solutions to the employees
  
  

• Ensures timely communication of HR policies and procedures to employees and line managers; advises, interprets and assists employees on HR policies and procedures
• Ensures proper maintenance of the personnel filing system and other related confidential employee documents
• Conducts other routine activities like managing petty cash, preparing various employee request letters in both English and Arabic, updating employee list with new hires and exits etc.
• Managing outsource vendors agreements, payments, coordination
• Maintain and order office supplies and pantry items
  
  

• Communicates the timelines and venue details for all training to the participants/ all departments.
• Maintain the feedback received and prepare training course evaluation reports to assess the employee responses.
• Arrange engagement programs for employees such as (Employee of the Month, Team building activities, etc.)
  
  

• Works closely with the HR & Admin Manager to ensure that managers and employees are appropriately trained in administering the performance management process including goal setting, coaching and feedback and performance appraisal.
• Ensures proper follow up of employee performance and career development inputs with the appropriate training initiatives.
• Processes day-to-day operations within the compensation and benefits section
• Prepares employee’s action forms and documentation related to monthly transactions including new hires, promotion, transfer, salary adjustment, allowances according to company compensation policies and practices.
• Monitors and tracks employee leave, absenteeism and ensuring the necessary changes are applied to the payroll.
• Co-ordinates and manages all aspects of the employee insurance process for employees; includes preparing and processing applications for new staff and cancelling policies for staff leaving.
• Answers related employee queries and acts as the key liaison officer between the organization and the insurance company and coordinate in the annual renewal process for medical insurance
  
  

• Strives to achieve the highest levels of proficiency in all the competencies and skills required to perform the role.
• Identifies the training and development requirements for self and agrees on the manager to ensure that the required training is arranged and attended.
• Sets the performance goals in the beginning of the year after discussion with the manager and ensures that the goals are achieved during the course of the year.
  
  

• Prepare timely and accurate MIS statements and reports as required.
  
  

• Provides feedback regularly on the effectiveness and soundness of policies and procedures.
• Ensures that policies and processes fulfil all procedural/legislative requirements while delivering a quality, cost-effective service.
• Understand and embrace the corporate information security framework and perform duties according to the policy, procedures, standards, and guidelines.
  
  

• Ensures compliance with all relevant quality management procedures and controls to guarantee compliance and delivery of high-quality service.
• Stimulates and contributes to the identification of opportunities for continuous improvement of systems, processes and practices considering best practices, improvement of business processes, cost reduction and productivity improvement.
  
  

• Bachelor’s Degree in any related field
  
  

• 2 - 4 years of experience in Human Resources & Administration