Job Description

The purpose of this position is to provide comprehensive administrative support to HR Delivery team and Keolis-MHI employees covering the on boarding and transition areas of the employee lifecycle, including visa process, on boarding programme and follow up, and transition phase.

MAIN RESPONSIBILITIES:

• Manage all the on boarding process :

1. Package presentation.
2. Security Clearance.
3. Documents preparation for visa process.
4. First day and welcome kit for new joiner.

• Ensure that written correspondence and internal letters are distributed to the concern department/people:

1. Employment contracts, offer letters, promotion letters, etc.
2. Original passports after visa stamping.
3. Salary letters.
4. Other original documents.

• Act as the first point of contact of employees from both inside and outside the organization.
• Provides administrative support to the induction programme including scheduling venues, diary management of attendees/presenters and organising induction manuals and paper copies of PowerPoint presentations and procedures.
• Assists the Senior HR Advisor with the delivery of quality induction programmes, ensuring verification of attendance at induction is recorded and date of joining confirmation provided to the Shared Service:

1. Start date declaration form.
2. Passport, visa and other documents are submitted to PRO.
3. Coordinate with the bank representative to facilitate bank account opening.
4. Ensure that bank account numbers are provided to payroll team.

• Acts as a key contact for new employees from their period of arrival in-country until the end of their Corporate Induction, ensuring effective handover to their line manager.
• Worked closely with Senior HR Advisors and PRO to ensure that leavers process is properly executed:

1. All company assets and IDs are retrieve from employees after last working day.
2. Exit checklist must be filled-signed-off and submitted to payroll.
3. Accommodation manager is well informed of the list of leavers on weekly basis.
4. For employees exiting, repatriation tickets are booked on-time.
5. For employees transferring to new employers, ensure that copy of new residence visa must be provided to PRO and payroll on or before the grace period from the date of cancellation.

• Create and maintain an efficient filing system and ensure that all files related to employees are save in the proper shared folders.
• Maintain soft copies of standard templates and formats to facilitate consistent & efficient documentation.
• Manage general office administration and housekeeping of the HR delivery service office.
• Supports the HR delivery team in the implementation and monitoring of the Performance Management process including arranging training sessions and coordinating collation of review documentation with all departments and keeping track of performance review records.
• Assists with departmental HR administrative tasks that are related to their business contracts.
• Perform and carry out other duties as instructed / directed.

KEY SKILLS

• High level of discretion in managing confidential information.
• Excellent written communication and coordination skills.
• Strong organizational skills, detail oriented, and the ability to handle multiple priorities and incidents.
• Good literacy and numeracy skills required for the role.
• Good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast paced, team oriented environment.
• Resourceful and diplomatic.
• Capable in liaising effectively at all levels.
• A mature, proactive and responsible approach to work with initiative and problem solving capability.
• Ability to liaise in a professional and persuasive manner with staff at all levels in the organization.

EXPERIENCES

• A minimum of 3 years’ experience in providing administrative and clerical support to group of managers in a fast paced environment.
• Experience of working within a multi-cultural organization.
• Experience of managing conflicting priorities and liaising with internal and external stakeholders.

EDUCATIONNAL QUALIFCATIONS

• Ideally a degree holder or high diploma of post-secondary education in a business, management administration or any related discipline.