OFFICER, ADMINISTRATION

alfanar; Saudi Arabia; On-site; SAR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a skilled HR professional to oversee the issuance of iqamas and work permits for employees in Saudi Arabia. This role involves coordinating with multiple departments to ensure compliance and timely processing of necessary documentation. The ideal candidate will have a Bachelor’s degree in Business Administration and 2 to 4 years of relevant experience. Join a proactive work environment where your contributions are valued and you can grow professionally while being part of a company committed to excellence and quality.

Qualifications

• 2 to 4 years of experience in HR or administrative roles.
• Proficiency in managing contractor and work order processes.

Responsibilities

• Manage iqama and work permit issuance for employees.
• Ensure timely payment processing and documentation management.

Skills

Contractor Management

Work Order Management

Ad Hoc Reporting

Document Management

General Invoice Processing

Education

Bachelor Degree in Business Administration

Tools

Excel

Job description

Job description: Job Purpose

Performing the issuance of iqamas and work permits for employees entering Saudi Arabia. This includes coordinating with ONB, HR, MD, and other departments to ensure timely processing, payment, and system updates.

Key Accountability Areas

Iqama Issuance Process:

• Follow up with ONB for employees who have entered KSA but have not yet received their iqama.
• Check the completion of required processes (insurance, medical testing, SCE) and ensure timely iqama issuance.

Work Permit Process:

• Issue work permit invoices through Qiwa.
• Follow up on work permits that are not yet issued.
• Ensure that work permit invoices are processed and issued in a timely manner.

Payment Management:

• Prepare an Excel sheet for iqama fees.
• Initiate payments for work permits and iqama fees through the bank.
• Ensure payments are approved on the same day and follow up for approvals.
• Check the next day to confirm successful payment of all iqama and work permits. Re-pay any that were not successfully processed.

Muqeem System Actions:

• Take required actions on Muqeem to ensure iqama issuance is processed smoothly.
• Make a request to HR for the printing of iqamas.

File and Documentation Management:

• Follow up with ONB and MD to obtain file numbers for employees.
• Follow up with ADMIN & ONB for the creation of bank accounts for employees.
• Ensure that bank accounts are created for newcomers who have not yet completed the process.

EC System Updates:

• Update iqama details in the EC system, checking for duplication and resolving any issues promptly.

Employee Payment Settlement:

• Ensure necessary settlements are completed in the system for employee payments.
• Follow up on pending payments and take refund actions if required.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification Bachelor Degree in Business Administration or Any relevant field

Work Experience 2 to 4 Years

Technical / Functional Competencies

• Contractor Management
• Work Order Management
• Ad Hoc Reporting
• Clerical Documentation Standards and Procedures
• Document Management
• Document Preparation
• General Inventory Management
• General Invoice Processing

Profile description:

Alfanar is a Saudi company with an international presence, primarily engaged in the manufacturing and trading of a wide variety of low, medium, and high voltage electrical products, in addition to its portfolio of conventional and renewable energy solutions, oil and gas, water treatment, infrastructure, technical services, and digital solutions.

The hub of alfanar's manufacturing operations is Medinet alfanar Alsinaiya, a 700,000 square-meter complex located in Riyadh. The complex houses ultra-modern manufacturing facilities and laboratories equipped with state-of-the-art technologies and staffed with highly skilled professionals.

Alfanar derives its success from its commitment to providing the highest quality standards to its customers, and the continuous development of its human capital, which alfanar considers its most valuable asset. With this in mind, alfanar promotes a proactive work environment where its employees are always valued, nurtured, and empowered to fuel their pride in being part of alfanar.

For more information about alfanar, please visit alfanar.com