المواصفات والتفاصيل

الشركة / جهة العمل

Ora

الوصف

Key Responsibilities A. Administrative & Office Coordination • Manage office supplies, pantry, equipment inventory, and vendor coordination • Raise purchase requests and follow up on Purchase Orders (POs) with procurement. • Ensure proper documentation of approvals and audit traceability • Oversee office administration tasks (supplies, maintenance, vendors, etc.). • Coordinate with service providers (cleaning, security, facility management). • Support office events, meetings, and logistics. • Maintain administrative records and contracts with vendors. • Ensure smooth day-to-day office operations. B. Documentation & Filing Control • Maintain organized, secure filing systems for administrative and HR-related documentation (hard & soft copies). • Ensure documentation complies with retention standards and internal policy • Maintain confidentiality and data protection discipline • Maintain and update employee files • Handle onboarding documentation (contracts, forms, social insurance, etc.). • Manage employee records, including promotions, transfers, and terminations. • Ensure compliance with local labor laws and internal regulations. • Maintain confidentiality and data protection discipline • Manage incoming and outgoing correspondence in a timely and organized manner. C. HR Operational Support (Overflow & Structured Assistance) • Support HR Operations Specialist during high-volume periods under supervision • Prepare documentation packs for onboarding and offboarding • Track document collection status for payroll, visas, and insurance • Coordinate logistics for recruitment interviews and onboarding sessions • Ensure all support remains within approved governance frameworks • Administer employee benefits programs, including medical insurance, social insurance, and other company benefits. • Coordinate employee enrollment, additions, deletions, and updates with service providers. • Manage mobile lines allocation and tracking in line with company policy. • Act as a point of contact for employee inquiries related to benefits. • Ensure accurate records and timely updates for all benefits-related data. Local Governance Authority: HR Operations Specialist Central Governance Authority: Operational Excellence Manager & Head of HR • Track expense submissions and follow-ups E. Government & Regulatory Documentation Support • Assist in tracking contract renewals and government documentation • Maintain updated GOSI and statutory files under HR Operations guidance • Support document preparation for audits or inspections • Escalate compliance risks immediately to HR Operations Specialist F. Facility & Office Standards • Maintain office standards aligned with GHK / 5S practices • Liaise with facility management for maintenance issues • Ensure orderly, professional office environment • Support workplace event logistics where required G. Administrative Operations Transportation Management • Manage employee transportation services and bus routes • Coordinate transportation schedules according to operational requirements • Follow up on transportation contracts, renewals, invoices, and payments Mobile Lines & Telecommunications • Manage company mobile lines and landline services including activation, deactivation, and package modifications • Monitor monthly invoices and maintain employee mobile allowance records Invoice Processing & Payment Follow-up • Prepare and submit invoices through DWS workflow and follow up approvals with stakeholders • Coordinate with Finance and Treasury to ensure timely payments Clear Role Boundaries This role IS: • Administrative and coordination support function • Office and documentation control enabler • Overflow support to HR Operations • Service-oriented liaison This role IS NOT: • Workforce governance authority • HR decision-maker • Payroll approver • ER handler • Compensation or talent framework owner