Administration Manager

Purpose

To manage and coordinate all activities related to passports, telephone lines and air tickets in the Company according to Company policies and procedures, Kuwait ministry’s regulations and related legal requirements.

Job Responsibilities

• Prepare and implement policies and procedures related to the Administration Department and ensure they are updated on a regular basis.
• Monitor the procedures related to the registration of the quota for new projects.
• Monitor the completion of procedures related to expired contracts.
• Monitor internal and external transfer requests and ensure they are completed in a timely manner.
• Regularly monitor the project quota’s and ensure they are being used according to the company policies.
• Responsible for distributing national manpower in a way that satisfies the percentages required in coordination with the Nationalization Manager.
• Responsible for developing a timeline for renewing residencies according to the project’s requirements.
• Responsible for new employees receiving their residencies and civil ID’s in a timely manner.
• Ensure medical checkups and fingerprint tests are completed for new employees in a timely manner.
• Responsible for the safekeeping of documents related to the employee, which includes passports.
• Review reports related to the Administration Department on the SAP system and ensure accuracy of information.
• Ensure all transactions are conducted in an efficient and timely manner in order to avoid penalties and fines.
• Build and maintain strong relationships both internally and externally, including Government authorities/ministries.
• Prepare weekly/monthly reports on the activities of the Administration Department.
• To maintain confidentiality regarding employee’s personal information & Company sensitive issues.
• Coordinate with the Recruitment Section for activities related to issuing/cancelling work permits for new candidates.
• Coordinate with the Payroll Section for activities related to presenting monthly salary certificates to MOSAL and follow up on completing the missing information/documents.
• Manage the activities surrounding booking air tickets and hotels for employees in the company and the issuance of relevant visas.
• Manage the issuance and cancellation of air tickets and ensure that refunds are requested and received in a timely manner and present a monthly report to the DCEO – HR & Admin of the same.
• Ensure that the policy with respect to telephones and other telecommunication subscriptions are in conformity with the company's system.
• Annually assess all subscriptions and offers the Company has committed to regarding Internet and various communication offers to take the appropriate decision.
• Supervise the Authorized Signatories and ensure their adherence to company policies and procedures.
• Abide by company policies and procedures.
• Any other tasks as assigned by the direct supervisor.