Job Purpose
The job holder is a is a brand ambassador for the HR team and assists employees in all queries raised with the HR Helpdesk e.g request for Salary Certificates, queries related to Visa Renewal and Cancellation, Insurance or any other documentation required by the employees.
The job holder also manages other benefits/projects of the employee life cycle e.g insurance management, Visa Renewal & Cancellations, management of the filing system and support the employee recognition Program. Basic knowledge of local employment guidelines.
The job holder should have eexcellent communication skills. Be self motivated and use own initiative to resolve issues and work well under pressure.
HR Helpdesk
- Provide a high level of customer service and professionalism taking into account the consideration that all DHL internal customers have an express requirement and are looking for instant and immediate action. All queries via email and telephone need to be addressed in a timely manner keeping in mind the agreed business SLA.
- To provide salary certificates, NOC letters and any other documentation required for the employees keeping in mind the legal documentation and agreed SLA with the business.
- Deal competently with internal customer requests and take all possible actions to resolve the issue to their fullest satisfaction with minimal intervention of managers.
- In absence of team member manage the telephone lines and provide the necessary support for all queries.
- Manage Bank verifications keeping in mind local laws.
- Review NOC letter templates annually to ensure they are update to date as per legal and business requirements.
Insurance Related – Medical & Workmen’s Compensation
- End to end administration of the insurance benefits program (metlife, cigna, & workmen’s compensation) across all policies for both employees and dependents
- To administer and maintain records systematically and ensure that additions of dependants, claims and cancellations are processed within agreed time limits.
- Monthly update of all mandatory DHA requirements for both employees and their dependents. This involves follow up with all employees for data collection of personal information such as passport, visa emirates id, visa file number mobile number etc. This needs to be updated in a timely manner as per agreed process
- Regular review of the enrollee list to ensure that all policy information and DHL database is up to date and HRIS is updated accordingly.
- Ensure that employees are added to the correct policies and subgroups in order to maintain accuracy in billing and recharges for premiums and VAT.
- Support finance team with accurate reports for annual billing cycles
- Give immediate attention to any medical emergencies raised by employees and ensure effective co-ordination of the information between employees and insurance teams.
- Manage and build relationship with key stakeholders (Insurance company) to help resolve queries immediately.
- Manage regular updates, communication and feedback on the programs
- Manage timely card dispatch at the time of renewal.
Exit Process
- Manage the exit process i.e ensure Final settlement cheque is submitted to the bank alongwith a letter.
- Issue Experience certificates for leavers.
- Book Exit ticket via travel desk in line with the company policy. Ensure all payments are processed prior to employee exiting the country and ensure a smooth exit process.
- Ensure exit check list is updated and all access for leavers are cancelled and notifications are sent as per process to the stakeholders
CRISP Support
- Ensure CRISP/Audit samples are scanned and uploaded on the drive every month so we have a varied sample ready for the audit
Procurement & Bassware
- Ensure purchase requisitions are submitted as per process.
- All request are managed via Bassware for engagement activities, supplies, relocation support and onboarding etc
- Track all team request with procurement.
Employee Records and Filing System
- Maintain employee records using a well organised filing system to ensure files are up-to- date and comply with legislative requirements and internal audit requirements.
- Ensure 5S methodology is applied.
- Ensure all letters are filed in a timely manner and confidentiality is maintained.
- Ensure all leavers files are maintained for the agreed timeline and there is a regular review to ensure the process is managed consistently.
Others
- Support adhoc activities such as issuing memos related to employee benefits, or disciplinary letters as per SLA.
- Support any projects related to C&B as required e.g, working hours or beneficiary updates, salary review process and issuing letters, compliance forms.
- Manage Email distribution updates and ishare updates as per process
- Job cover for Compensation & Benefits processes during Annual leave.
