Position : Senior HR & Admin Assistant (Bilingual Only)

Section : Support Services - Human Resources Dept

Company : Al Koot Insurance & Reinsurance Company

Location : Doha, Qatar

Experience : 4 – 10 Years relevant experience

No of resources : 1

Purpose: Assist HR Dept. in providing a high quality and professional personnel service through effective Payroll and, General Services activities with an objective of achieving a productive work environment.

Job Summary:

Payroll Input and Reconciliation (Oracle HR Knowledge is mandatory)

• Assist in preparing monthly payroll inputs of various reimbursements such as overseas medicals, overtime, travel expenses, etc. In order to maintain an efficient and organized practice.
• Perform all data entry (attendance, vacations overtime, bonuses, recruitment information and others) relating to payroll to ensure all information is correctly and timely processed on the payroll system.
• Reconcile all payroll data to ensure that any changes or amendments for the month are accurately made and are duly supported by the necessary documentation.
• Maintain any relevant documents pertaining to payroll in order to ensure availability for future reference.

HR Self Service

• Answer simple routine queries on personnel matters for employees and refer more complex issues to line manager for solution.
• Prepare both Arabic and English forms and documents for entitlements such as annual leaves, school/holiday passages, employee loans, grants and other payments as well as retirement documents for nationals in order to ensure smooth transitions and functioning.
• Coordinate with employees regarding their payroll issues or complaints to ensure prompt and effective support and resolution.
• Assist in coordinating with the PRO and staff for the completion of visa formalities, passport releases, transfer of sponsorships, etc. In order to ensure all required actions are undertaken to finalize matters.
• Coordinate with Sr. HR Functional Officer for the preparation of relevant service documents, travel papers, hotel arrangements etc. In order to ensure the smooth running of the function.

Administrative

• Provide relevant necessary administrative support to the company in order to ensure the flow of activities in an effective and well organized manner.
• Undertake bilingual administrative tasks including but not limited to reproducing material such as letters, faxes, memos, proposals, agreements, minutes of meetings, presentations and reports as well as dispatch them to appropriate addresses and retain copies in order to facilitate the smooth running of departments.

Facilities Management

• Follow up outsource services i.e. Plan Maintenance, Access Cards, General Cleaning etc., to ensure all services provided are in line with Al Koot Expectations.
• Assist Sr. HR Functional Officer in scheduled and emergency maintenance of all equipment & electrical/ mechanical systems to ensure efficient of Al Koot operations.
• Assist Sr. HR Functional Officer in preparation of the schedule of tasks for the maintenance team for day-to-day maintenance works.
• Review complaints/ maintenance requests logged by employees and escalate to Sr. HR Functional Officer for necessary approval.

Desired Qualifications

• Bachelors degree in HR / Business Administration
• 3-10 years of experience in various aspects of HR and General Administration within a multinational environment.

Skills needed:

• Proficiency in Oracle HRMS
• Computer Skills
• Numerical Skills
• Data Collection and Analysis
• Computer Literacy
• English and Arabic Speaking and Writing Skills

(Bilingual candidate preferred)