HR Operations Specialist

Role Overview

HR Operations Specialist at ADIB, Abu Dhabi.

Role Purpose

Support human resources operations through management of staff changes, issuance of employment documentation, pension registration and termination, leave administration, attendance monitoring, and compliance activities.

Key Responsibilities

Staff Changes in e-HR System

• Update staff changes in e-HR system, including employee transfers, line manager changes, title changes, entitlement changes, and global transfers.
• Upload supporting documents in e-HR system for each transfer or title change request.
• Follow up with respective departments to obtain necessary documents and approvals for employee changes.
• Follow up with on-boarding team to obtain proper codes as per requested changes.
• Raise IT tickets to reflect staff changes in Outlook.

Issuance of Staff Certificates and Badges

• Issue staff certificates in time based on staff requests with complete adherence to HR Policy and Procedures.
• Ensure staff badges are issued within the set timeframe for new joiners, outsourced staff, and existing staff requesting new badges due to title change.

Pension Registration

• Develop and enforce smooth Pension Registration Plan to register UAE Local and GCC new joiners in time and manage pension registration matters.
• Coordinate and follow up with respective staff and pension authorities until staff registration is complete.
• Maintain record of pension deduction for all registered staff.
• Prepare registration forms for GCC staff members for their total monthly pension contribution.
• Coordinate with employees and pension authorities to finalize new staff pension requests and merge previous pension benefits towards new service.

Pension Termination

• Manage termination of UAE and GCC staff with their pension authorities with proper coordination with respective staff.
• Keep track record of termination forms.
• Follow up with staff to provide completed documentation for smooth termination process.

Pension Contribution Reports

• Prepare monthly pension contribution reports for GCC National Staff Members.
• Reconcile monthly pension contribution amount for each GCC National.

Leave Management System

• Validate staff leaves through e-HR Inbox.
• Release pending leaves from a staff's line manager's inbox.
• Generate MIS reports for staff leave and provide to HR Management and Business on periodic basis to ensure implementation of leave policy.
• Run monthly accrual balance for all types of leaves to update records and generate balance reports.
• Adjust and update offsite and in lieu leave balance based on supporting documents and necessary approvals.
• Draft guidelines to explain to staff members and managers how to use the leave management system effectively.
• Delegate e-HR access to back-up in charge when any line manager is away from the office.
• Follow up with vendor to update Public Holidays adjustment in e-HR System.
• Coordinate or escalate to Vendor if there are issues related to the leave management system.

Attendance Monitoring Through TAMS

• Update staff's attendance schedule in TAMS as per respective office timing.
• Generate daily movement reports to monitor staff movement.
• Check staff absentees and follow up with respective line managers to regularize staff attendance or act accordingly.
• Coordinate with Sr. Operations Officer to suspend staff salaries in case staff have more than five absentees and release salary upon regularizing attendance.
• Fix attendance issues by escalating to respective vendor.
• Delegate TAMS access to back-up in charge when any line manager is away from the office.
• Draft guidelines to explain to staff members and managers how to use TAMS effectively.
• Add Outsourced Staff in TAMS to monitor their movement and attendance.

Compliance and Administration

• Attend audit investigations on periodic basis if requested by the Audit Department.
• Complete internal RCSA and ensure that policy and procedures have been followed in all operations and assignments.
• Issue warning letters and file notes after ensuring availability of necessary approvals.
• Update and maintain tracking sheet for warning letters and file notes for future reference and record keeping.
• Update e-HR system with respect to issued warning letters and file notes.
• Ensure issued warning letters and file notes are sent to respective staff for their acknowledgement.
• Approve Employment probation confirmation through E-HR system.
• Review and update current and assist new joiners to complete Code of Ethics and yearly review.
• Review and update current and assist new joiners to complete Declaration and yearly review.
• Review Employment reference check.
• Translate necessary documents.
• Prepare reports, declarations, and staff forms.
• Complete other tasks assigned by the Head of HR Operations as per given deadline.

Qualifications & Experience

• Minimum 3 to 4 years of experience.

Skills & Competencies

• Good knowledge of ADIB Banking Applications and Systems.
• Familiarity with ADIB Policy and Procedures.
• Knowledge of Microsoft Office Applications.
• Strong interpersonal communication skills.
• Good standard in English Language.
• Planning and organizational skills.
• Problem solving skills.
• Strong negotiation skills.