Job Details

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Key Relationships

Internal: All Employees

External: Vendors, Government Authorities, Banking Institutions, auditors

Accountabilities

To ensure seamless HR operation coordination within the assigned SBU.

Duties and Responsibilities

Employee Relations

Act as a trusted point of contact for employees and managers for the assigned SBU/BU, providing support on various workplace matters.
Investigate and resolve employee complaints, concerns, and grievances in a fair and confidential manner.
Mediate disputes between employees, employees and managers, promoting effective conflict resolution.
Ensure proper coordination within and beyond the department for efficient functioning and resolution of staff matters. The functions vary from Document Controlling, Government Relations, Recruitment, Probation reviews, Procurement Department, Finance Department, Real Estate Department, and maintenance Department etc.
Timely preparation and reviewing of the Employment Contracts and any staff related documents.
Oversee entry and maintenance of employee data on all HR systems and ensure accuracy and timeliness of the same.
Ensure that employee queries pertaining to payroll/ HR policies and requests for bonafide certificates are promptly reverted to.
Monitor staff attendance to ensure punctuality in attendance and also ensure that leaves are applied on the system (ESS) promptly.
Ensure that accurate information with relevant supporting documents is shared with the payroll officer within timelines in order to ensure that the payroll is error-free and all accruals and deductions are accurately processed.
Effectively coordinate on-boarding activities (including but not limited to requesting and collecting mobilization documents pertaining to the employment laws, timely collection of all documents, handing over the document to Government relations department for processing of work visas and associated processes, liasing with the new hires and clarifying all queries and concerns, assisting with family mobilization and documentations required, ticket booking, welcoming arrangements, arranging and inspecting of staff accommodation if provided, induction and introduction).
Effectively coordinate off-boarding activities (including but not limited to exit interviews, visa cancellation/ transfer, bank notification, ticket booking, Full & final settlement, capturing traffic violations, insurance processing/ cancellation, receiving the private health insurance Health Cards, any repayable like mobile deduction, claw back agreements etc.) to be completed seamlessly and all aspects to be covered in total.
Consolidate the exit interviews feedback and identify and report the trends that may require HR intervention.

Policy Development And Implementation

Assist in the development and revision of HR policies and procedures to ensure compliance with relevant labor laws and industry best practices.
Effective communication of HR policy to employees and managers and provide training when necessary.
Adhere to the policy and process defined by the organization.
Assess workplace dynamics, employee concerns, and changes in employment laws and regulations to pinpoint areas where policies may be necessary or require updates.
Conduct research to gather information on best practices, industry standards, and legal requirements related to the policies under consideration. Analyze this data to make informed recommendations.
Gather feedback from employees and managers regarding the effectiveness and relevance of the policies. Use the feedback to recommend necessary adjustments and improvements to policies over time to the GHoHR.
Conduct new hire induction on the various policies and procedures of the organization.
In Conjunction with the LM and GHoHR, conduct regular reviews and update HR Handbook to ensure that its content accurately reflects the latest policies, practices, and any recent changes in relevant laws or regulations

Compliance

Stay up-to-date with employment laws and regulations to ensure the organization's compliance.
Recommend to maintain internal policy updated with the changes to employment laws.
Ensure that policies are consistently applied across the organization
Assist in conducting audits and assessments related to HR compliance to identify areas of non-compliance.
Develop and recommend corrective action plans to address compliance gaps.

Employee Engagement

Facilitate open and transparent communication between employees and management.
Encourage employees to provide feedback, opinions, and suggestions through surveys.
Conduct onboarding surveys to gather feedback and identify methods to improve.
Conduct employee satisfaction surveys to understand the satisfaction level and identify ways to promote a positive work environment.
Coordinate employee events like Team Building, Sports Day, National Day and other related activities.
Collaborate with HR and management to develop and implement employee engagement initiatives.
Recommend and assist employee recognition programs to acknowledge and reward exceptional performance and contributions
Mediate workplace conflicts and disputes to promote a harmonious work environment.
Address employee grievances promptly and fairly to maintain trust and satisfaction.
Recommend programs that provide support to employees, such as wellness initiatives.

Reports

Submit a Daily comprehensive report as required by the Line Manager.
Submit weekly transaction report on cases attended, number and types of document requests received and completed with timelines
Submit Monthly report on audit and compliance.
Prepare and submit quarterly / yearly HR Reports (turnover, absenteeism etc).
Any other tasks, duties & responsibilities that may be added from time to time as relevant to business requirements.

Skills

Excellent communication and interpersonal skills.
Exceptional problem-solving and conflict-resolution abilities.
Empathetic and approachable.
Strong ethical standards and a commitment to fairness and equity.
Detail-oriented and organized.
Strong teamwork and collaboration skills.
Highly proactive

Language (s)

– English

– Arabic (will be an advantage)

Specialized Training/ Knowledge Required

Strong knowledge of employment laws and regulations.

Qualifications

Bachelor's degree in Human Resources, Business Administration, or related field
HR certification will be an advantage

Experience

A minimum of [4] Four years of experience in HR, with a focus on employee relations.

Key Performance Indicators (KPIs)

AreaDefinitionProcess of Measurement Employee Satisfaction Measure employee satisfaction through surveys and feedback, aiming for a high level of overall satisfaction.

Staff supported during a certain period will be contacted via a survey to collect feedback.

Resolution Time Track the average time taken to resolve employee relations issues, aiming for timely resolutions.

Your Weekly report with timelines and verified with the ERP system will assess the performance on this KPI

Compliance Rate Ensure that the HR Officer complies with all HR Policies and Procedures.

Deviations will be monitored and recorded at regular intervals

Policy Audit Completion Measure the ability to conduct regular policy audits or reviews to identify areas of non-compliance.

Percentage of policy audits completed within the specified timeframe

Incident Reports Track the number of policy violations, incidents, or grievances that have been reported and resolved.

Number of policy violation incidents reported and resolved.

Training Effectiveness Measures the impact and efficiency of training programs for development and growth

Complete a minimum of 15 skill-based training modules through the Learning Management System (LMS). Participate in three HR seminars to acquire knowledge and explore new approaches Practical application of learning into work scope

Employee Engagement Gauge employee engagement through surveys and participation rates in engagement initiatives.

A minimum of three workable employee wellness or engagement programs in a year.

All job descriptions are flexible and adaptable. The above represents the minimum acceptable application of our professional responsibilities. Should the candidate believe that there is more that can be offered to this post, he/she should make the line manager aware of any potential improvements.

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HR Officer Employee Relations