Job description

Role: HR Operations Specialist

Location: Abu Dhabi

Role purpose:

• Responsible for applying for staff changes in e-HR system.

  
  

• In time issuance of staff certificates & staff badges to facilitate the staff at the maximum level.

  
  

• Registration & Termination of UAE Local & GCC Staff with respective Pension Authorities.

  
  

• Leave Management System and Monitoring of Staff Movement/Attendance through TAMS. (Backup)

  
  

Key accountabilities of the role:

Staff Changes in e-HR System:

Responsible to update staff changes (such as employee transfers, line manager changes, title changes, entitlement changes, global transfers etc.) in e-HR system.

Uploading the supporting documents in e-HR system for each transfer or title change request.

Follow up with the respective dept. to get necessary documents/approvals for employee changes.

Follow up with on-boarding team to get proper codes as per the requested changes.

Responsible for raising IT tickets to reflect the same changes in outlook as well.

Issuance of Staff Certificates & Staff Badges:

• In time issuance of staff certificates based on staff requests with complete adherence towards HR Policy & Procedures in respect of certificates.

  
  

• Ensure staff badges within the set time frame for new joiners, outsourced staff as well as in case any existing staff request a new staff badge due to change in title.

  
  

Registration of UAE Local & GCC Staff with respective Pension Authorities:

• Develop and enforce smooth Pension Registration Plan to register UAE Local & GCC new joiners in time & pension registration related to other matters.

  
  

• Complete coordination & follow up with respective staff as well as with the pension authority until the staff gets registered.

  
  

• Maintain record of pension deduction for all registered staff.

  
  

• Preparing registration forms for GCC staff members for their total monthly pension contribution.

  
  

• Coordination with employees as well as with respective pension authorities to finalize the new staff’s pension request to merge previous pension benefits towards new service.

  
  

Termination of UAE Local & GCC Staff with respective Pension Authorities:

• Manage to terminate the UAE/GCC staff with their pension authorities with proper coordination with respective staff and keep track record of termination forms.

  
  

• Follow up with staff to provide completed documentation for a smooth termination process.

  
  

Pension Contribution Reports for GCC Nationals:

• Responsible for preparing the monthly pension contribution reports for GCC National Staff Members and reconciling the monthly pension contribution amount for each & every GCC National.

  
  

Leave Management System (Backup):

• Responsible for validating staff leaves through e-HR Inbox.

  
  

• Release of pending leaves from a staff’s line manager’s inbox.

  
  

• Responsible for generating MIS reports for staff leave and providing the same to HR Management as well as the Business on periodical basis in order to ensure the implementation of leave policy in its true sense.

  
  

• Responsible for running monthly accrual balance for all types of leaves in order to update the record and generate balance reports accordingly.

  
  

• Responsible for adjusting and updating the offsite and in lieu leave balance based on supporting documents and necessary approvals.

  
  

• Responsible to draft guidelines to explain the staff members/managers “how to use the leave management system” in effective manner.

  
  

• Responsible for delegating e-HR access to back-up in charge in case any line manager is away from the office.

  
  

• Follow up with the vendor to update the Public Holidays adjustment in e-HR System.

  
  

• Coordinate or escalate to the Vendor if there is any issue related to the leave management system. 

  
  

Monitoring of Staff Movement/Attendance through TAMS (Backup):

• Updated staff’s attendance schedule in TAMS as per the respective Office Timing.

  
  

• Generating daily movement reports in order to monitor staff movement.

  
  

• Check staff absentees and follow-up with the respective line managers to regularize the staff attendance or act accordingly.

  
  

• Coordinating with Sr. Operations Officer to suspend staff salaries in case if the staff is having more than five (5) absentees and releasing the salary upon regularizing the attendance. 

  
  

• Responsible for fixing attendance issues by escalating it to the respective vendor.

  
  

• Responsible for delegating TAMS access to back-up in charge in case any line manager is away from the office.

  
  

• Responsible to draft guidelines to explain the staff members/managers “how to use the TAMS” in effective manner.

  
  

• Responsible for adding Outsourced Staff in TAMS to monitor their movement/attendance

  
  

Attending Audit Investigations:

• Responsible for attending audit investigations on periodical basis if requested by the Audit Dept.

  
  

Completing internal RCSA:

• Responsible for completing internal RCSA and ensuring that policy and procedures have been followed in all sorts of operations/assignments.

  
  

Issuance of Warning Letters/File Notes:

• Responsible to issue warning letters/file notes after ensuring the availability of necessary approvals.

  
  

• Updating/maintaining the tracking sheet for warning letters/file notes for further reference in future and record keeping.

  
  

• Updating e-HR system in respect of issued warning letters/file notes.

  
  

• Ensuring to send the issued warning letters/file notes to respective staff for their acknowledgement.

  
  

Other tasks assigned by the Head of HR Operations.

Responsible for completing the other assigned tasks as per the given deadline. 

Some of the other tasks are as follows:

• Translation of necessary documents.

  
  

• Preparing reports, declarations and staff form etc. 

  
  

• Responsible for approving Employment probation confirmation through E-HR system.

  
  

• Responsible for reviewing and updating current and assisting new joiners to complete Code of Ethics and yearly review.

  
  

• Responsible for reviewing and updating current and assisting new joiners to complete Declaration and yearly review

  
  

• Responsible for reviewing Employment reference check

  
  

Specialist skills / technical knowledge required for this role:

• Good knowledge of ADIB Banking Applications & Systems. 

  
  

• Familiarity with ADIB Policy & Procedures

  
  

• Knowledge of Microsoft Office Applications. 

  
  

• Strong Inte