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Admin Assistant
Department : HR & Administration
Location : Dammam
Reporting to HRAM
Current Title : Admin Assistant
Basic
– Ensure all company policies and procedures are in place especially related to admin work
– develop the Administration procedures and find new features to apply
– Follow all in house rules
Job Function
▪ Overall follow up, update and management of delegated admin work
▪ Include preparing employees files, updating and maintaining employee records.
▪ Foster a healthy workplace by ensuring our admin procedures run smoothly.
▪ To analysis obstacles related to Administration work as well as provide solutions and
reporting to ensure target is achieved.
Principal duties and responsibilities (detailed)
▪ Follow the Administration department policies and ensure its implementation throughout
the organization
▪ Overseeing Administrative process, which includes managing employee file, coordinat-
ing onboarding, and Bank account (opening – closing) for non-Saudi employees…etc.
▪ Coordinate the all onboarding process: opening file, enter employee data on Tas system
for AXA medical insurance, open bank account for non-Saudi, make sure they get phone
if it requested and any other newcomer requirements fill
▪ Update the employee file regularly with any new documents come up such as the follow-
ing PDP form, probation period assessment form and exit interview record and
▪ Maintain employee records and any company record asked from you to keep as soft and
hard copy.
▪ Preparing contracts for new employees and any letters requested such as salary certificate,
termination certificate, Bank Certificate for loans, experience certificate…etc.
▪ Coordinating with departments for administration support
▪ Register in the TAS system Vacation& Code and Sick leave
▪ Arrange the hotel booking and ticket booking
▪ Manage (Register- delete– claims) on health insurance program
▪ Monitoring time attendance a for employees and timesheet for subcontractor
▪ Translation any documents requested
▪ Process employees’ queries and respond in a timely manner
▪ Addressing any administrative issue facing
▪ Create Administration database by Excel to follow up and share it with management
▪ responsible to ensure all company property returned by exiting employee
▪ Collate and distribute mail
▪ Schedule and coordinate staff and other meetings
▪ Responsible in event planning and meeting setup and implementation.
Knowledge / skills required
Skills and development:
▪ Work experience as Admin, Assistant, secretary, or/ and coordinator
▪ Familiarity with full cycle onboarding
▪ Excellent verbal and written communication skills in Arabic and English
▪ Good problem-solving abilities
▪ Time management skills
▪ Teamwork skills
▪ high school, diploma, BSc in Business management or relevant field
▪ Experience on Microsoft office programs as Excel, word, PowerPoint …ets
Junior Accountant
Department: Accounts
Location : Dammam
Reporting to Accounts Manager
Current Title: Junior Accountant
A. Role 1: Invoicing Specialist
Detailed responsibility:
• Ensure to perform daily invoicing function by coordinating with departments.
• Ensure that signed customer contract in place while processing invoices and escalate
exceptions to your manager.
• Ensure that invoices are raised as per the scope and rate mentioned in the contract.
• If the customer contract or rate confirmation is not in place, immediately inform the same to
Commercial Manger in writing.
• Invoice documents that are incomplete must return immediately to the concerned department
with proper acknowledgement.
• Ensure to keep the record of the receipt date of the documents that are received from
departments for invoicing
• Ensure to process the invoice and submit to Accounts Manager for signature within one day or
maximum two days from the date documents have been received from departments.
• Invoice documents lying more than two days in Accounts Dep. custody must have valid reason
for the delay in the invoicing.
• Verify each invoice document through the scope of work perspective and ensure that all the
services rendered have been covered for invoicing. While invoicing transport customer, always
makes sure that all the transport related other income viz customs clearance, Trailer/Tank
rental, Full storage at KTS Terminal, offloading delay at customer site and delay at cross
border have been taken in account by transport department and mentioned in the waybill for
invoicing. If not mentioned in waybill then a detailed review of waybill should be done from
our side to make sure that these incomes are considered.
• Ensure that correct income head has been selected while posting invoices in the system,
• Ensure that applicable VAT has been applied as per the scope of work and posted correctly in
the system.
• Ensure to review pending waybill register of all branches and send the list to transport
managers for their review, comments with defined closure timeline.
Ownership:
• Ensure that invoice has been raised as per the contract and all the other revenue related to
transport have been considered.
Reports and timelines:
• Ensure that invoices have been processed within a day of its receipt from accounts
departments.
• Ensure to send pending waybill register every week to transport department and follow up for
the reasons for pending and their timely closure.
Role 2: Bank Reconciliation Specialist
Detailed responsibility:
• Responsible to monitor, record and reconcile all the entries that are mentioned in the bank
statement and entity’s bank book.
• Responsible to report immediately to Accounts Manager or CFO any irregulates or fraud
identified.
• Responsible for research and follow-up for all unreconciled items and inform the Accounts
Manager about the same.
Ownership:
• Safe custody of Bank statements
• Ensure to pass immediately the necessary reconciliation entries in the books of accounts
Reports and timelines:
• Bank Reconciliation Report – Every Monday
Role 3: Accounts Payable (Partial)
Responsibilities
A. Complete all vendor, Government payments / expenses by receiving,
processing, verifying, and reconciling invoices. This includes relevant
controls including supplier fact sheet/EHO marking and other controls:
• Truck Hire in Invoices
• Inventory related Invoices
B. Government related invoices such as telephone, GOSI,
Withholding
Tax, VAT, Electricity
C. All Operational related invoice tracking, controls and processing viz:
tank lease, rent invoices, insurance, other asset hire, project, capital
assets purchase etc
D. Ensure tracking, control of sub-contract staff payments including OT
and co-ordinate with HR as needed. Ensure monthly OT data tracking
of sub-contract staff, contractor deposit tracking, contract staff master
data maintenance with location by 3rd party.
E. Cost Control: Closely monitoring expenses while processing the
invoices and variance to note and inform the CFO with details
F. Month End reconciliation of all AP related balance sheet items and
Preparation of schedules with detailed explanation for each outstanding
item related.
G. Monthly P&L expense variance report
H. Ensure stores inventory amount matches with tally balance on monthly
basis and reconcile difference before month close.
I. Preparation of schedules to assist the Accounts Manager for annual
statutory audit, Zakat and Income Tax audit and tax filing
J. Coordinating with departments/branches to ascertain the monthly
expense accrual and passing necessary entries in the system.
K. Ensure all cash payment vouchers are approved before petty cash
replenishment processing.
L. Track unclaimed cheques and appropriate accounting
Timeline
As per the calendar
Weekly/Monthly
Weekly/Monthly
As per the due date
Weekly/Monthly
Monthly/ regular
Immediate
Before 10th of Every
month 1 st of every month
Monthly-before month close Annual Monthly Ongoing
Ownership
• Ensure all vendor payments as per due dates including
working with other departments to
ensure timely payment. Includes tracking, controls, follow up.
• Ensure all tax / government payments as per due dates
• Ensure monthly WHT return preparation and filing by at least 5 workdays before due date
• Ensure monthly balance sheet schedules duly reconciled with supporting documents for AP
accounts by 10th of next month
• Ensure coordination with other locations, functions where needed
• Custodian of all suppliers’ contracts, filing of AP records, list of AP records.
Ensure all other work related to Accounts payable as full owner
Knowledge/ Qualification/ skills required:
• Diploma/ Bachelor in Accountant, finance, Business management or relevant field
• Fresh graduate or work experience (1-3) in accountant or any related field
• Good understanding of accounting and financial reporting principles and practices
• Experience on Microsoft office programs as Excel, word…ets
• Familiarity with relevant computer software (preferred)
• Excellent verbal and written communication skills in Arabic and English
• Good problem-solving abilities
• Time management skills
• Teamwork skills
Deputy HR Manager
Department: HR
Location : Jeddah
Reporting to HR Manager
Current Title: Deputy HR Manager
Detailed responsibility:
– Assist in overseeing day-to-day HR operations in branch location.
– Coordinate with HR team in head office to ensure consistency and compliance with company policies and procedures.
– Handle employee relations issues, including grievances, disciplinary actions, and conflict resolution, in collaboration with head office HR team.
– Support recruitment efforts by assisting with sourcing, screening, and interviewing candidates.
– Facilitate the onboarding process for new hires in branch location.
– Coordinate training and development initiatives for branch employees, including organizing training sessions and tracking employee development plans.
– Assist in implementing performance management processes, including goal setting, performance reviews, and feedback sessions.
– Ensure consistent implementation of HR policies and procedures in the branch.
– Provide guidance to branch HR & Admin team on policy interpretation and compliance.
– Compile HR data and generate reports to support decision-making and strategic planning.
– Analyze HR metrics to identify trends and areas for improvement.
– Stay updated on labor laws and regulations relevant to branch.
– Ensure HR practices align with legal requirements and company standards.
Qualifications:
– Bachelor’s degree in human resources, Business Administration, or a related field. A master’s degree or HR certification (e.g., SHRM, CIPD) may be preferred.
– Several years of experience in HR leadership or supervisory role, with a focus on employee relations, recruitment, and HR operations.
– Strong understanding of HR principles, practices, and labor laws.
– Excellent communication and interpersonal skills, with the ability to build relationships across different branches.
– Proficiency in HRIS software and MS Office Suite.
– Strong organizational and problem-solving abilities.
– Demonstrated leadership skills, with the ability to effectively lead and motivate teams in a decentralized environment.
– Proven ability to make sound decisions and handle confidential information with integrity.
Adaptability:
– Ability to adapt to changing priorities and work effectively in a fast-paced, dynamic environment.
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