HR & Administration Officer

İşin təsviri

JOB DIMENSIONS / CONTEXT

- Participate at internal and external Human Resources activities
- Follow up the issues related to compulsory, medical, life insurances, medical check-ups, fitness, schooling, business trip expenses, other benefits
- High level accuracy is essential for internal and external parties reporting
- The job holder interacts with multinational employees, structuring societies, local businesses and the Azerbaijan Republic executive authorities.

ACTIVITIES / ACCOUNTABILITIES:

• Ensure accuracy of the HR personnel database
• ln conjunction with HR and Administration Director and other Directions:

Ensure that job descriptions are up to date, signed by parties. In particular contribute to outlining solutions for the job training and development requirements: identification and follow-up the AIR annual campaign and update the Company Organization charts
• Follow up Employment Contracts for local staff, including preparation of appendices and amendments
• Follow up Medical Insurance agreements and issues
• Follow up Compulsory and Life Insurance agreements and issues
• Ensure that HR activities are conducted in line with Azerbaijan Labour Code, follow up and keep the Management informed on the law changes, with support from Legal Advisor on the subject
• Maintain the HR Manual and related employee material (Welcome booklet, etc.), issue appropriate internal information notes in respect of personnel matters at the HRA Director’s request
• Maintain system of administration orders (vacation, contract termination, appointment,..)
• Prepare trips including Business Trip Orders, visa support, travel arrangements (medical insurance, tickets, accommodation and transfer), provide technical payment approval for the associated expenses
• Maintains the external HR contact database
• Contribute to preparation of activity reports: prepare business trips/vacation statistics for the staff
• Facilitate manpower planning efforts, coordinate and produce manpower reports (Data acquisition campaigns, monthly statistical report to HSE, daily POB...)
• Consolidate HR policies & procedures of the Company management System in relation with the CMS officer

Mobilization / Demobilization / Contract Extension/Recruitment follow-up
• Process mobilization, demobilization & amendment forms for all contract types, ensure smooth processing of administrative processes
• Create Identification Numbers in relation with IST Manager for new employees
• Create new employee profiles in HR
• Issue employee status form and badge printing requests

Medical Fitness Certification
• Update the related information & records of all onshore employees related to medical fitness certification

Of Official Correspondences
• Issue official letters, attestations, salary, employment & experience certificates for the employees upon request
• Carry the signature file to HRA and other Directors for signatures.
• Properly dispatch all the official correspondences to recipients and ensure copies for payroll and personnel files

Expense Claims
• Ensure all expense claims of employees are checked and approved in a timely manner
• Follow-up with employees for all additional information & other document needed
• Follow-up with Finance for all requests related to the claims
• Assist employees to fill in their claims as & when requested

Payroll & Benefits
In Liaison with HRA Director and Finance Controller:
• Process the monthly payroll instructions for Direct Hires
• Update Payroll tables and ensure the integrations of any changes of rules, tools and procedures
• Ensure consistency of all monthly payroll instructions (memos, offshore & overtime reports, timesheets, final settlements, etc.)
• Make / Coordinate payroll operations a n d ensure all monthly payroll inputs while observing applicable rules and procedures. Account for personnel expenses, co-ordinate with treasury in areas relating to personnel payment.
• Process the payroll, complete management of accounting of the salaries and ensure on-time salary transfers

Accountabilities
• To ensure that HR activities are effectively and efficiently conducted in accordance with Company policies and Azerbaijan
customs, culture and local labour regulations
• Contribute to the maintenance, development and evolution of the HR Information System according to Company needs

HSE RESPONSIBILITIES

- Comply with the Activities described within the HSE Management System
- Take reasonable care of own Health and Safety and that of Others who may be affected by their acts at work
- Know responsibilities to environmental issues in the work areas
- Each employee must observe all Company Rules, Procedures and instructions in the performance of his own task As such his duties and areas of authority are:
- Follow HSE instructions given by Managers and supervisory personnel
- Assure of the safety of his work site before commencing work
- Take the necessary measures to avert immediate threat of danger
- Exercise such caution as is necessary to avoid danger to persons and installations or to avoid pollution
- Use tools, equipment and their safeguards correctly
- Use the provided means of personal protection correctly
- Leave the workplace behind correct and orderly, upon job completion – enforce the Company Clean Desk policy
- Report any anomaly, abnormal conditions and near miss to supervisor
- Participate actively in HSE meetings, safety talks, tool boxes, training sessions and drills
- Co-operate actively in the execution of the HSE plans Authority to suspend activities when there is a potential or actual threat to human life, the installation or the environment, and notify forthwith the responsible supervisor

QUALIFICATIONS / EXPERIENCE:

- Bachelor’s degree or higher degree and training certification in Human Resources domain recommended , with 5 years of experience or above in HR Administration
- Ability to work independently, to show initiative, to identify and set objectives, and to work towards objectives defined by the executive management team
- Strong communication and interpersonal skills, good problem solving, accuracy and analytical skills, service minded, sense of responsibility and feeling for HR environment
- Very good computer skills: MS Office Package, Electronic Data Management System
- Fluent in English and Azeri (spoken and written) - Russian recommended
- Ensure the confidentiality of data managed towards other staff and external stakeholders

Interested applicants should submit their CV in English to [email protected]

For candidates: Please indicate the name of the position you are applying for in the subject line of the email. Otherwise your candidacy will not be considered.

Deadline for applications – 17rd October, 2021.

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