Temporary HR Operations & Payroll Specialist

Payroll Management
• Ensure the administration and end to end process of the monthly payroll in a timely, efficient manner within the deadline; ensuring accuracy in the complete payroll process and bank files for approx.1250 employees in DHL UAE.
• Ensure accuracy in regular and exit payroll every month within the deadline for all entities
• Ensure proper documentation of any changes in the employee remuneration/position is captured and maintained for review of external auditors.
• Payroll reports for Finance and management of the DPDHL audit requirements (CRISP audit management & External Audits)
• Provide analysis and recommendations based on trends, exceptions and discrepancies
• Handle all queries pertaining to payroll for permanent and temporary heads

HR System Administration & Management (RAMCO/E-HR)
• Manage HR Information System (RAMCO/E-HR ) to ensure that all personnel records are accurate and up to date and HR reports can be generated from the System.
• Ensure the system is secured and information is managed discretely and confidentially.
• To manage the correct level of user access to maintain a secure site.
• Ensure all department administrators and users are trained on the system and any changes in the application are communicated to the employees.
• Give feedback to Area Office regarding HRIS and implementations and make recommendations on upgrading of the system to accomplish current and future requirements.
• Manage and administer Leave Module to track leave entitlements i.e annual & sick leave.
• Address all queries pertaining to system access and other benefit entitlements of
employees
• Training/Supporting new supervisors with systems as appropriate.
• Auditing system data and access levels from time to time to review any historic cases or anomalies.

Exit Process
• Manage end to end separation process for leaver’s e.g managing queries pertaining to process, calculation of settlement benefits and related exit procedures.
• Ensuring the final settlement request is submitted to Finance as soon as the cancellation papers and exit checklist is received.
• In conjunction with the PRO team track and ensure process for all abscondment cases is documented in line with local regulations.
• Ensure a final settlement notification letter is submitted to the bank before processing any payments.
• 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.
• Track and ensure all leavers complete exit process within the legal time frame

Compliance & CRISP Support
Compliance is essential to business operations, and maintaining an effective governance framework is crucial at all times.
▪ Ensure HR compliance and establish internal controls to achieve overall objectives.
▪ Support the development and administration of DHL policies, procedures, and benefits that align with business needs, internal and external compliance standards, regulatory frameworks, and current legislation.
▪ Manage the Conflict of Interest process to ensure 100% compliance with global guidelines. Track and monitor the process accurately within defined timelines, identify risk mitigation processes, and maintain end-to-end documentation. Provide full visibility to upper management on potential risks and take appropriate measures. Annual reminders are sent according to the defined process.
▪ Conduct annual reviews of CRISP localization following local procedures, ensuring templates and systems are updated accordingly. Scan and upload CRISP/Audit samples monthly to maintain a varied sample ready for HR Operations audits under your responsibility.
▪ Ensure all GCC nationals are registered for social security pension plans and ensure regular contributions are made in accordance with local laws. Resolve any discrepancies promptly.
▪ Provide support for Compliance-related inquiries and customer questionnaires from sales as part of the onboarding process.

Reporting & Analysis
▪ Ensure all month end reports are validated and submitted in line with the defined process including permanent heads, temporary DHL issued contracts and high level subcontractor information,
▪ Support with reporting, and data analysis needs and provide data that is accurate, congruent, reliable and in line with overall business objectives and needs, Group guidelines and policies.
▪ Support to administer project assignments that enhance HR effectiveness and efficiency and enable management information for decision making. Perform allocated project tasks and activities by setting appropriate quality standards and timelines for own work area in conjunction with Senior Manager C&B and HR Operations Manager.
▪ Regular review of employee benefits such as compensation, mobile entitlements, BYOD policies, user access, and all relevant areas within your responsibilities.

Others
▪ Handle business request related to reports from HR Systems e.g Cost to company, Active list
▪ Monitoring and Tracking Annual Leave balances and sending reminders
▪ Assist in ensuring a smooth annual salary review process and payroll processing.
▪ Implement any projects related to HR Operations and C&B as required
▪ Support HR Operations team with collating month end data related to staff cost such as total subcontractors details within all functions.
▪ Ad-hoc activities such as issuing memos, letters and any changes to employee entitlements
▪ Job cover for HR Helpdesk and HR Operations team processes during Annual leave, sick leave, etc.
▪ Automation of processes and simplification of process
▪ Manage general queries on employee matters encompassing HR policies in accordance with the company guidelines, procedures and UAE labour law.