HR & 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

Routine HR Administration 

• 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

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Engagement & Training 

• 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.)

Performance Management System, Compensation and Benefits Activities 

• 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

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Self-Development 

• 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.

MIS and Reports 

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

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Policies, Systems, and Procedures 

• 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.

Quality Management and Continuous Improvement 

• 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. 

Academic/ Vocational Qualifications

• Bachelor’s Degree in any related field

Work Experience

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

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