HR Officer – Document Controller

Department: N/A

As an HR Officer- Document Controller, you play an important role in supporting HR processes and compliance in controlling the retrieval of documents. The incumbent is responsible for managing, scanning, organizing, tracking and maintaining HR-related documents, records, and information within the HR department. The responsibilities will include receiving and processing documents from employees and updating the hard and e-files as well as records on the HRMS. This role ensures the confidentiality, accuracy, and accessibility of HR documents.

Job Details

Documents & Record Management:

  • Organize, catalog, and maintain both physical and electronic HR documents, including employee records, policies, procedures, and reports.
  •  Ensure that all documents are appropriately labeled, indexed, and stored securely in relevant HR department folders, following company policies and legal requirements.
  • Maintain a systematic document control process to manage the complete lifecycle of HR documents, from creation to archiving.
  • Collaborate with the HR team to ensure records are accurate and up-to-date, particularly in relation to employee personal information.
  • Facilitate the retrieval of HR documents for internal and external audits, investigations, and reporting requirements.
  • Respond to document requests from authorized personnel promptly and accurately.
  • Ensure that the Master list / Master data is accurate & periodically updated.
  • Creation and maintenance of hard files in coordination with Document Control / Government
  • Relation Team Lead / Sr. Officer.
  • Liaise with the PRO`s as directed and required by the Document Control / Government Relation Team Lead / Sr. Officer.
  • Assist with renewal of all essential documents (QID/RP, Medical Health cards, CR, Trade license)

 

Payroll Management:

  • Assist with the attendance / payroll related aspects
  • Collect relevant data
  • Verify employees leaves

 

Compliance:

  • Monitor and ensure compliance with relevant laws and regulations regarding recordkeeping, including data protection and privacy regulations.
  • Stay up-to-date with employment laws and regulations to ensure the organization’s compliance.
  • Safeguard sensitive HR information and maintain strict confidentiality of records.

 

Reporting:

  • Submit a Daily comprehensive report as required by the Line Manager.
  • Submit Quarterly HR dashboard.
  • Generate periodic reports and metrics related to document management, compliance, and recordkeeping.

 

Any other tasks, duties & responsibilities that may be added from time to time as relevant to business
requirements.

  • Bachelor’s degree in Human Resources, Business Administration, or a related field is preferred
  • A minimum of 2 years of experience in document control, records management, or a similar role, with a good understanding of HR documents and processes.
  • Familiarity with data protection laws, regulations, and best practices, such as GDPR (General Data Protection Regulation).
  • Proficiency in document management software and MS Office applications.
  • Ability to handle sensitive and confidential information with discretion.

 

Personal Attributes:

  • Strong ethical standards and integrity in document management, adhering to policies, regulations, and privacy laws.
  • Sense of ownership
  • Strong teamwork and collaboration skills.
  • Should be highly proactive
  • Excellent attention to detail and organizational skills.
  • Time management and multitasking skills
  • Effective communication and interpersonal skills
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  • General

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    Applicant Specifications

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    Do you have any ongoing/previous issues to any institution or Government ministry like banks, CID, Immigration, etc...?

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    Why should we consider you for this role?

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