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Administrative Services Manager
7 hours ago
About the Role:
The Administration Manager is responsible for overseeing various administrative activities within the Company. This includes managing complex procedures related to passports, telephone lines, and air tickets, as well as ensuring compliance with Company policies, Kuwait ministry regulations, and applicable laws.
Main Responsibilities:
- Develop and implement policies and procedures for the Administration Department, ensuring regular updates and compliance with regulatory requirements.
- Monitor quota registration processes for new projects and handle expired contracts in a timely manner to minimize disruptions.
- Oversee internal and external transfer requests, guaranteeing swift execution and minimizing delays.
- Regularly monitor project quotas and ensure their utilization aligns with company policies to optimize resource allocation.
- Collaborate with the Nationalization Manager to coordinate national manpower distribution and meet required percentages to support business objectives.
- Create a comprehensive timeline for renewing residencies based on project needs to ensure seamless employee onboarding.
- Ensure new employees receive their residencies and civil IDs promptly to facilitate their integration into the Company.
- Oversee medical checkups and fingerprint tests for new employees to ensure compliance with regulatory requirements.
- Secure employee documents, including passports, and maintain confidentiality to protect sensitive information.
- Review Administration Department reports on the SAP system and verify accuracy to inform strategic decision-making.
- Efficiently manage all transactions to prevent penalties and fines, thereby protecting the Company's reputation and financial interests.
- Build and maintain strong relationships with government authorities, ministries, and other stakeholders to foster a collaborative environment.
- Prepare detailed weekly/monthly reports on Administration Department activities to keep stakeholders informed and engaged.
- Maintain confidentiality regarding employee personal information and company sensitive matters to uphold trust and integrity.
- Collaborate with the Recruitment Section on work permit issuance/cancellation for new candidates to streamline the hiring process.
- Work with the Payroll Section to present monthly salary certificates to MOSAL and complete missing information/documents to ensure compliance with regulatory requirements.
- Manage air ticket bookings, hotel reservations, and visa issuance for employees to facilitate business travel and maximize productivity.
- Ensure accurate refunds for cancelled air tickets and submit monthly reports to the DCEO – HR & Admin to track expenses and optimize budget allocation.
- Safeguard company policies regarding telephones and telecommunications subscriptions to minimize unnecessary expenses and ensure optimal resource utilization.
- Annuually review subscriptions and offers to optimize decision-making and identify cost-saving opportunities.
- Supervise Authorized Signatories and ensure adherence to company policies and procedures to maintain a culture of accountability and transparency.
- Comply with company policies and procedures to uphold the highest standards of professionalism and integrity.
- Perform additional tasks assigned by the direct supervisor to support the achievement of business objectives.
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