Hr Admin Executive
Dubai, United Arab Emirates
Job Description
(240008T)
United Arab Emirates-Dubai-Dubai | Full-time | Temporary | Mixed Shift
COME JOIN THE WORLD\xe2\x80\x99S MOST INTERNATIONAL COMPANY A company that pioneered cross-border express delivery in 1969 and is now active in more than 220 countries and territories worldwide. DHL UAE is the recognized market leader in Express logistics and an Employer of Choice - ranked consistently as Great Place To Work in the UAE Join our team and discover how an international network that\'s focused on service, quality and sustainability, is able to connect people and improve lives through the power of global trade. And not just for our customers, but for every member of our team too. To learn more about our culture, motivated people and our purpose, please visit https://careers.dhl.com/global/en
What makes DHL great? Our People! Help us find the best.
JOB PURPOSE The job holder is a brand ambassador for the HR team and assists employees in all queries raised with the HR Helpdesk e.g request for Salary Certificates, queries related to Visa Renewal and Cancellation, Insurance or any other documentation required by the employees. The job holder also manages other benefits/projects of the employee life cycle e.g insurance management, Visa Renewal & Cancellations, management of the filing system and support the employee recognition Program.
PRINCIPAL ACCOUNTABILITIES
HR Helpdesk
- Provide a high level of customer service and professionalism taking into account the consideration that all DHL internal customers have an express requirement and are looking for instant and immediate action. All queries via email and telephone need to be addressed in a timely manner keeping in mind the agreed business SLA.
- To provide salary certificates, NOC letters and any other documentation required for the employees keeping in mind the legal documentation and agreed SLA with the business.
- Deal competently with internal customer requests and take all possible actions to resolve the issue to their fullest satisfaction with minimal intervention of managers.
- In absence of team member manage the telephone lines and provide the necessary support for all queries.
- Manage Bank verifications keeping in mind local laws.
- Review NOC letter templates annually to ensure they are update to date as per legal and business requirements.
Insurance Related \xe2\x80\x93 Medical & Workmen\xe2\x80\x99s Compensation
- End to end administration of the insurance benefits program (metlife, cigna, & workmen\xe2\x80\x99s compensation) across all policies for both employees and dependents
- To administer and maintain records systematically and ensure that additions of dependants, claims and cancellations are processed within agreed time limits
- Monthly update of all mandatory DHA requirements for both employees and their dependents. This involves follow up with all employees for data collection of personal information such as passport, visa emirates id, visa file number mobile number etc. This needs to be updated in a timely manner as per agreed process
- Regular review of the enrollee list to ensure that all policy information and DHL database is up to date and HRIS is updated accordingly
- Ensure that employees are added to the correct policies and subgroups in order to maintain accuracy in billing and recharges for premiums and VAT
- Support finance team with accurate reports for annual billing cycles
- Give immediate attention to any medical emergencies raised by employees and ensure effective co-ordination of the information between employees and insurance teams
- Manage and build relationship with key stakeholders (Insurance company) to help resolve queries immediately
- Manage regular updates, communication and feedback on the programs
- Manage timely card dispatch at the time of renewal
Visa Renewals & Cancellation
- Liasing with Local Affairs team on request pertaining to Visa Renewals & Cancellation process and Freezone Passes
- Monitor process timelines and following up with PRO as appropriate
- Monthly reports of Visa & Labour card Expiry are sent to PRO team. HRIS updates are tracked and flagged as appropriate
- Track and ensure all leavers complete exit process within the legal time frame
- In conjunction with the PRO team track and ensure process for all abscondment cases is documented in line with local regulations
- Ensuring that the final settlement request is submitted to Finance as soon as the cancellation papers are received
Exit Process
- Manage the exit process i.e ensure Final settlement cheque is submitted to the bank alongwith a letter
- Issue Experience certificates for leavers
- Book Exit ticket via travel desk in line with the company policy. Ensure all payments are processed prior to employee exiting the country and ensure a smooth exit process
- Ensure exit check list is updated and all access for leavers are cancelled and notifications are sent as per process to the stakeholders
Payroll, HRIS & CRISP Support
- Support administration of the monthly payroll activities (HRIS task) such as adding new joiners, status change updates for banks, promotions and transfers, leave & ticket approvals, fines and mobile deduction process updating deductions and earning such as LSA payments, ensuring accuracy in the payroll process for all entities
- Back end support for HRIS changes e.g updating personal information of employees i.e marital status, updating appraiser information, support mid-year and annual review process
- Ensure proper documentation of any changes in the employee remuneration/position is captured and maintained for review of external auditors
- Ensure CRISP/Audit samples are scanned and uploaded on the drive every month so we have a varied sample ready for the audit
Procurement & Basware
- Ensure purchase requisitions are submitted as per process
- All request are managed via Basware for engagement activities, supplies, relocation support and onboarding etc.
- Track all team request with procurement.
Expense Claims and Invoices
- Review & Track Expense claims for utilities and schooling for all employees. Update summary for HR Managers approval as appropriate
- Ensure any variance is highlighted to the stakeholders immediately
- Manage & track submissions of Expense Claims and Invoices to Finance.
Employee Records and Filing System
- Maintain employee records using a well organized filing system to ensure files are up-to- date and comply with legislative requirements and internal audit requirements
- Ensure 5S methodology is applied
- Ensure all letters are filed in a timely manner and confidentiality is maintained
- Ensure all leavers files are maintained for the agreed timeline and there is a regular review to ensure the process is managed consistently
Others
- Support adhoc activities such as issuing memos related to employee benefits, or disciplinary letters as per SLA
- Support any projects related to C&B as required e.g, working hours or beneficiary updates, salary review process and issuing letters, compliance forms
- Manage Email distribution updates and i-share updates as per process
- Job cover for Compensation & Benefits processes during Annual leave
YOUR SKILLS AND COMPETENCIES
- Minimum University Degree preferably in the field of HR
- 2 years previous experience in HR front desk role/ in a multinational company
- Excellent interpersonal, communication, writing and presentation skills
- Results driven \xe2\x80\x93 demonstrates initiative and ability to work independently
- Able to manage several task under pressure
- Strong project management and planning & organizational skills
- Ability to maintain confidentiality
- Basic knowledge of local employment guidelines
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Job Detail
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Job IdJD1627906
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationDubai, United Arab Emirates
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EducationNot mentioned