HR Executive (Compensation & Benefits)

Job Code: 001/001/348
Industry: FMCG / Manufacturing
Job Benefits: Free accommodation, transportation, food, medical insurance, and other company benefits

Job Brief:
The HR Executive – Compensation & Benefits will be responsible for managing employee compensation and benefits, payroll processes, HR databases, HRMS reporting, and performance appraisal analysis. The role focuses on ensuring accurate payroll processing, maintaining employee records, managing benefits administration, and supporting compensation benchmarking and reward programs.

This role contributes to the accomplishment of HR practices and objectives that support employee compensation and benefits across the organization. The position reports to the HR & Admin Manager and supports various HR operational activities related to employee lifecycle management, payroll administration, and compliance with UAE employment regulations.

Job Responsibilities:
Responsibility 1: Newly Hired Employees

• Process bank account card applications, insurance enrollments, and joining formalities for newly hired employees.
• Prepare employment contracts and coordinate scheduling of new hire legal compliance requirements, including medical examinations and police fingerprinting.
• Distribute HR forms required for employee records and ensure completion for personnel files.
• File, maintain, and regularly update employee records and documentation.
• Process applications for employment visa stamping, Emirates ID issuance, and municipality health cards.
• Coordinate approval and issuance of cash advances for newly hired employees when applicable.

Responsibility 2: Renewal of Contracts, Visas & IDs

• Prepare applications for entry visas for selected candidates and coordinate with the PRO to obtain visa approvals from RAKIA.
• Manage visa renewal processes, including preparation of second employment contracts and issuance of renewal or non-renewal notice letters.
• Coordinate visa renewal procedures with the PRO and collect necessary documentation from employees.
• Arrange medical examinations and complete visa-related correspondence and documentation.
• Manage employee exit formalities, including preparation of final settlement reports for resigned or terminated employees.
• Prepare cancellation documents for RAKIA or immigration submission.
• Administer employee exit clearance processes and issue service certificates when required.
• Maintain copies of cancellation papers and cancelled visa documents in employee records.
• Process passport release requests and manage the release and return of employee passports.
• Update employee master data by deleting records, deactivating insurance, and processing bank account deactivation where applicable.

Responsibility 3: Compensation & Benefits

• Assist in designing compensation packages for various roles based on organizational strategy and business goals.
• Ensure compensation and benefits practices comply with applicable laws and regulations.
• Develop and maintain consistent compensation guidelines aligned with the organization’s policies and culture.
• Conduct salary benchmarking and labour market research to establish competitive compensation structures.
• Assess employee needs through surveys to identify motivational factors and engagement drivers.
• Implement effective communication strategies to explain compensation programs and benefits.
• Stay updated on compensation and benefits trends, issues, and best practices.
• Conduct periodic audits of compensation programs and prepare reports for management review.

Responsibility 4: Payroll Processing

• Validate employee leave forms and leave dates, and update records for payroll processing.
• Review and validate overtime sheets, undertime forms, missing login/logout records, and salary advance requests.
• Verify updates of employee vacation leave and sick leave balances within the system.
• Prepare reports identifying employees paid through cash mode, salary holds, and salary adjustments.
• Verify attendance reports extracted from biometric systems against physical attendance records maintained by security and production teams.
• Review overtime calculations based on approved overtime applications and attendance reports.
• Consolidate overtime reports and submit for payroll processing.
• Verify payroll standard files, overtime reports, and invoices before submission to the Accounts Department for payment processing.
• Coordinate with the IT department regarding maintenance and functionality of biometric attendance systems.
• Prepare payroll reports and timekeeping records for internal and external audits and participate in audit processes with the HR Manager.

Responsibility 5: Employee Data Management (EDM)

• Maintain and regularly update the employee master database, including additions and removals of employees.
• Track employee contract expiry dates and ensure timely updates for renewal or termination.
• Address employee grievances related to salary, leave balances, payslips, and other compensation matters.

Responsibility 6: Employee Leave & Travel Management

• Review approved leave applications and develop cost-effective travel plans where required.
• Verify employee eligibility for leave before final approval.
• Process emergency leave requests while ensuring policy compliance and required documentation.
• Track applications for air ticket encashment when employees opt not to use their entitled leave travel benefits.
• Update and maintain the leave tracker regularly upon receiving new leave applications.

Responsibility 7: Internal & External Audit Compliances

• Maintain accurate records and documentation required for internal and external audits related to compensation and benefits.
• Participate in audit reviews with the HR & Admin Manager and implement corrective actions when required.
• Support preventive measures and process improvements to ensure compliance in future audits.

Responsibility 8: Internal Communications

• Assist in implementing internal communication plans, including updates to bulletin boards and HR notices.
• Facilitate internal electronic communications, including memoranda, announcements, and holiday notifications.
• Support the posting and circulation of internal guidelines, policies, and official HR communications.