Human Resources

& Administration
International
Diploma
 GETTING TO KNOW YOU !!

 Name

 Job and Responsibilities

 Why HR and your Expectations

 Human Resources & Administration

Assessment
• 40% - Exam
• 30% - Quiz and Project
• 20% - Class Participation and
Presentation
• 5% - Behavior
• 5% - Attendance
 Human Resources & Administration

Welcome to HR & Administration International Diploma!

There's a lot to know when it comes to HR and Admin, this course will provide you the role of
HR in an organizations. We will define and discuss some of the major HRM activities.
_____________________________________________

Are you ready to become your company’s one of the most valuable assets?

Then let’s get started!

 Where and When was the Human Resource began?

 Europe
 The human resources field began to take shape in 18th century Europe. It built
on a simple idea by Robert Owen (1771-1858) and Charles Babbage (1791-1871)
during the industrial revolution. These men concluded that people were crucial
to the success of an organization.

 1901
 Most believe that the first human resources department was established by The
National Cash Register Company in 1901 following several strikes and employee
lockouts. Although it was referred to then as “Personnel Administration,” the
new department's role, as established by NCR leader John H.
 Human Resources & Administration
INTRODUCTION
Every organization, large or small, uses a variety of capital to make the business
work. Capital includes cash, valuables, or goods used to generate income for a
business. For example, a retail store uses registers and inventory, while a
consulting firm may have proprietary software or buildings. No matter the
industry, all companies have one thing in common: they must have people to make
their capital work for them. This will be our focus throughout the course:
generation of revenue through, the use of people’s skills and abilities.

➢ HR administration is vital to the success of every business and every employee

➢ It deals with hiring, administration and training of staff
➢ Effective HR administrators make sure companies stay compliant with
regulations, and keep their employees motivated and engaged.
 Human Resources & Administration
Objectives

➢ If you are a small business owner who wants a deeper understanding

of HR
➢ Someone looking for a job in HR, or an administrative professional
whose duties include HR
➢ Need a refresher in the HR & Administration.

It provides a general introduction to the role and duties of an HR

administrative professional.
 Human Resources & Administration
Human Resource Management (HRM)
It’s the process of employing people, training them, compensating them,
developing policies relating to them, and developing strategies to retain
them. As a field, HRM has undergone many changes over the last twenty
years, giving it an even more important role in today’s organizations. In the
past, HRM meant processing payroll, sending birthday gifts to employees,
arranging company outings, and making sure forms were filled out
correctly—in other words, more of an administrative role rather than a
strategic role crucial to the success of the organization. Jack Welch, former
CEO of General Electric and Management Guru, sums up the new role of
HRM: “Get out of the parties, birthdays and enrollment forms. Remember,
HR is important in good times, HR is defined in hard times.”
 What are the 7 major activities of HR?
These human resource functions are expressed as under:

 Job analysis and Job design

 Recruitment and Selection of retail employees

 Training and Development

 Performance Management

 Compensation and Benefits

 Labor Relations

 Managerial Relations
 What is your role as Human Resources?

P •Prepare employee records and personal policies.

E •Ensure high performance.
•Manage employee payroll, benefits and compensation.
M
•Ensure equal opportunities.
E •Deal with discrimination.
D •Deal with performance issues.
D •Ensure that human resources practices conform to
E various regulations.
P •Push the employees' motivation
 What is your role as Human Resources?

D •Determine needs of the staff.

D •Determine to use temporary staff or hire employees to fill these needs.
R •Recruit and train the best employees.
S •Supervise the work.
M •Manage employee relations
P •Prepare employee records and personal policies.
 Treat Employee as Customer
• First impression on the candidate
• New hire’s first day to get them the right paper works to fill out
• Provide guidance and orientation
• Ensure they have proper resources they need
• Listen and make them understand the compensation package
• Code of Ethics
• Return calls and emails in a timely manner
• Smile and actively listen
• Ask if they need anything else from you before they leave your office
• Under promise while over delivering
 Customer Care in HR

• C – courtesy
• A – attentive
• R – responsive
• E – empathetic
• S – solution oriented
 Dealing with Difficult Customer
• Stay calm & breath
• Maintain self control
• Let the employee talk & work with them to resolve the
problem
• Show them empathy
• Solve the problem as soon as possible (update your
customer)
• Empower them solve their own problem
 Build Trust with Employees

• Be CONSISTENT in everything you do

• Be FAIR
• Be AVAILABLE
• INVOLVE employees in decisions that will affect them (like
surveys) seek their inputs
 Conduct an HR Audit

An audit is a great way to ensure the things you are responsible

for are compliant and up-to-date. In conducting your audit, the
first thing you'll want to do is create a checklist of all things HR.

Timeline: when you will conduct the audit?

Communication: before you start your audit you should
communicate with transparency.
Get started!
Create a plan!
 Conduct an HR Audit

Create an audit to help you stay on track

Parts of an Audit Process (Plan)

Scope: define what to audit i.e. compensation & benefits

uniformity

Logistics: spend time in brainstorming the necessary

information you need in auditing
 Conduct an HR Audit

Logistics: Compose of questions covering the

8 primary components in HR
• Roles , headcount & HRIS (HR information system)
• Recruitment
• Documentation
• Training, development & career management
• Compensation & benefits
• Performance measurement & evaluation
• Termination & transition
• Legal issues and personnel policies
 BENEFITS AND COMPANY POLICY

Compensation and benefits refer to the benefits that a company

provides to its employees in exchange for their labor. Compensation
and benefits are thus a key part of Human Resource Management.

Some benefits are required by law and include

unemployment compensation, worker's compensation, and Social
Security. Many employers also offer benefits not required by law.
• Paid vacations and holidays
• Pensions, health and other insurance
• Employee wellness programs, and college tuition reimbursement.
 How to Classify Employees

Full time Part time

48 hours up to 32 hours
Per week per week
 Compensation and Benefits Package

Here are some standard items that companies often include in a job offer. You’ll need to
adjust for your organization, local laws, and employee level.

➢ Salary
➢ Overtime Pay
➢ Bonuses and commissions (discretionary and non-discretionary)
➢ Retirement (defined benefit and defined contribution plans)
➢ Stock options
➢ Restricted stock
➢ Vacation
➢ Profit-sharing
➢ Merit Pay
➢ Sign-on bonuses
➢ Relocation bonuses
➢ Housing, school, and meal reimbursement
➢ Healthcare benefits (medical, dental, vision, etc.)
 Compensation and Benefits Package

Guaranteed Benefits:

Your United Arab Emirates benefit management plan must include guaranteed benefits
required by law. A good place to begin this plan is with time off. Employees are entitled
to days off with full pay during the country’s official public holidays. Vacation leave
depends on how long the employee has worked for your company, but the market norm
is 30 calendar days of paid vacation.

Working women in the UAE who are pregnant and have worked at least one year for
your company are entitled to 45 days of maternity leave with full pay. Women who have
not worked one full year for your company should get at least half pay during their
leave. As of 31 August 2020, private sector employees in the UAE are granted five days
of paternity leave, under a new order issues by the country’s President. The leave must
be taken within six months of the birth of the child.
 Compensation and Benefits Package

Benefit Management

A strong benefit management plan includes both guaranteed benefits and additional
perks that employees may expect in a particular position. One benefit required by
law is the pilgrimage leave. UAE employment law stipulates all workers are entitled
to a one-time pilgrimage leave of 30 days without pay during the employee’s
employment contract.

Abu Dhabi and Dubai have a mandatory health insurance program that must be
provided to all employees, their spouses, and their dependents. While not
mandatory in other Emirates, it is common for employers in the UAE to provide
employees with employer-sponsored health insurance. If you work with
Globalization Partners, our team in the UAE are all covered by private health
insurance.
 Compensation and Benefits Package

Gratuity or End of Service Benefits:

Are you planning to resign from your current job? Terminated or leaving for
good? As per UAE Labour Law, all employees who have finished a full term of
their employment contract are entitled to receive a gratuity or end of
service.

Your total gratuity depends on the following factor:

▪ Type of Contract
▪ Total No of years served in the company
▪ Reason of termination of contract
▪ Basic Salary
Types of Contracts
 Provisions for End of Service Benefits

If the employee resigns of his or her own free will before completing one
year, then they will not be entitled to any gratuity pay.

The worker is entitled to a gratuity for the served fraction of a year,

provided that he completes one year of continuous service.

The end of service gratuity is calculated on basis of last wage which the
employee was entitled to, namely the basic salary. Hence, it will not include
allowances such as housing, conveyance, utilities, furniture etc.

If the employee owes any money to the employer, the employer may deduct
the amount from the employee's gratuity.
 Calculations for Gratuity Pay

Limited Contract

An employee who has spent one year or more in continuous service shall be entitled to
an end of service gratuity upon the termination of his service. The days of absence
from work without pay shall not be included in the calculation of the period of service
and the gratuity shall be calculated as follows:

• If an employee has served for less than 1 year, he is not entitled to any gratuity pay.
• If an employee has served for more than 1 year but less than 5 years, he is entitled to
full gratuity pay based on 21 days' salary for each year of work.
• If an employee has served more than 5 years, he is entitled to full gratuity of 30 days'
salary for each year of work following the first five years.

In all cases, the total gratuity shall not exceed the wage of two years.
 Calculations for Gratuity Pay
Unlimited Contract
In the event where the employer terminates an unlimited contract, calculation will be as follows:

▪ If an employee has served for less than 1 year, he is not entitled to any gratuity pay.
▪ If an employee has served more than 1 year but less than 5 years, he is entitled to 21 calendar days'
basic salary for each year of the first five years of work.
▪ If an employee has served more than 5 years, he is entitled to 30 calendar days' basic salary for each
additional year, provided the entire compensation does not exceed two years' pay.

In the event where the employee under an unlimited contract resigns, calculation will be as follows:

▪ If an employee resigns before completing 1 year of service, he is not entitled to any gratuity pay.
▪ If an employee has served between 1 and 3 years, he is entitled to one third (1/3) of 21 days' basic
salary as gratuity pay.
▪ If an employee has served between 3 and 5 years, he is entitled to two-thirds (2/3) of 21 days' basic
salary as gratuity pay.
▪ If an employee has served more than 5 years, he is entitled to full 21 days' basic salary as gratuity pay.
 Compensation and Benefits Package

Limited Contract- Gratuity Calculator UAE

Compensation and Benefits Package
 RECORD AND FILES

Every employer of five or more workers shall;

1. Keep a special file for each worker, showing his name, job or
occupation, age, nationality, place of residence, marital status, date of
employment, wage and any adjustments thereto, penalties imposed on him,
occupational injuries and diseases his carrying and the date of and reasons for
termination of his service.

2. Create a leave card for each worker, to be kept in the employee's file. It shall be
divided into three parts:
1. For annual leaves,
2. For sick leaves
3. For other leaves

The employer, or his representative, shall record on this card all leaves taken by the
worker, for future reference when any leave is requested.
 RECORD AND FILES

Each employer of 15 or more workers shall maintain the following

records and documents in each one of his workplace or branches:

1. A wage register, listing the workers’ names by the date of

employment, together with the amount of each worker’s daily,
weekly or monthly pay, fringe benefits, piecemeal or commission pay,
days of work and the date of termination.

2. An occupational injury register, where all work-related injuries and

occupational diseases sustained by the workers shall be entered as
soon as the employee knows them.
 RECORD AND FILES

3. Basic work rules, which shall particularly specify the timings of daily work
and weekly rest, official holidays and the necessary measures and
precautions to be taken to prevent work-related injuries and fire hazards.
Such rules shall be conspicuously displayed at the workplace, and neither
they nor any amendments thereof shall become effective unless endorsed
by the Labour Department within 30 days of submission to it.

4. Disciplinary rules, which shall be conspicuously displayed at the

workplace, and shall show the disciplinary actions imposable upon
defaulting workers, and the conditions and circumstances of such
imposition. Neither these rules nor any amendments thereof shall become
effective unless endorsed by the Labour Department within 30 days of
submission to it.
 Salaried Employees
Not automatically exempt from OT

Hourly Employees
Exempt from OT
 Employment of Children

 Shall not under-age of 15

 Need the following documents
1. Birth certificate
2. Medical Certificate ( if fit to work)
3. Letter of consent from the guardian
 Not allowed to work between 8 pm – 6 am
 Should not work to any hazard and or can affect the health
 Minimum work of 6 days with a day off then breaks and not to work 4
successive hours
 No overtime
 Employment of Women

 Not allowed to work at night from 10 pm – 7 am

 Can work in following circumstances
1. Where work is disrupted by force majeure
2. Executive managerial or technical staff
3. Work in health service and other business as per the MHRE
 Not allowed to work in hazard and can cause damage to physical and
mental
Human Resources & Administration

To Consider when paying them:

Organization’s culture
Workforce needs
Industry standards
Human Resources & Administration
Corporate Policy Handbook
It serves as a law inside your organization

Best Practice:
1. Letter from CEO with Vision / Mission / Core values
2. Code of Conduct
3. Adjust the tone that suits your culture
4. Keep it simple and easy to read
Human Resources & Administration
Corporate Policy Handbook

Best Practice:
5). Include date & revision no.
6). Obtain acknowledgement of receipts
7). Use visuals to grab attention
8. Have an attorney review your handbook
Human Resources & Administration
What is the purpose of
documentation?

Protect your organization by

documenting all important
activities done
Human Resources & Administration
What to document?
Recordkeeping
• Resumes
• Interview notes
• New hire paper-work
• Employee personal information system (HRIS)
- Background checks
- Payroll document
Human Resources & Administration
What to document?
Personnel Files
• Hiring documents
• Job offers , promotions, compensations, trainings
• Policy acknowledgements
• Performance documents
• Discipline & Termination documents
 Human Resources & Administration
Documentation Tips
• Write down problems & achievements
• Provide specific details about
performance
• Be consistent when documenting
issues
Human Resources & Administration
P–D–A-C

Plan
Do
Act
Check
 Recruitment and Selection

Purpose of Job Description

 Recruiting
 Salary expectations
 Performance appraisal
 Career planning
 Training
Human Resources & Administration
Steps to write job description

❑ Establish essential functions

❑ Create an objective
❑ It should match the writing style to company’s culture
❑ Be concise and specific
❑ List critical activities
❑ Use action verbs and present tense
❑ Used unbiased terms
❑ Include revision information
Human Resources & Administration

Sales Lady
Objective : Responsible for guest service
and sales service, including inventory stock
control, merchandise pricing control and
overseeing the selling area.
Human Resources & Administration

Recruiting

Recruiting is a process of figuring out where

your potential employees are and encouraging
them to apply
Human Resources & Administration

Creating Job Post

Job posting should read like an

advertisement and not a job
description
Human Resources & Administration
Creating Job Post
Start with eye catching line or question

Seeking a highly motivated Sales-person to

confidently take the challenges than
Looking for an experienced sales lady.
Human Resources & Administration
Job Advertisement Tips

❑ Use language that matches your culture

❑ Include link about your company & your
team
❑ Provide list of minimum requirements to
attract candidates
Human Resources & Administration
Recruitment Tips

❑ Be creative
❑ Seek out candidates instead of posting on
job boards
❑ post ads where your candidates are
❑ Go for job fairs
❑ Be strategic
Human Resources & Administration
Interview

Interview is a crucial part of the hiring process, so

preparing for that very important step is even more
important. Lack of preparation can lead to a bad
hire, and bad hires cost the organization in time and
money.

‘Make sure you are ready with your important

questions’
Human Resources & Administration

Interview

Finding the right person can really make a big

difference in the success of your company.
Human Resources & Administration
Questions
Before:
Hypothetical question (how do you handle stress?)

Now:
Behavior-based question (tell me about a time
you were under a lot of stress at work. What was
the situation?
Human Resources & Administration

Tips of writing a Questions

❑ Ask question on requirements for success

❑ Start the question ‘tell me about the time…’
❑ Determine the ‘critical factor’ for the
position
Human Resources & Administration

Phone Interviews

❑ Ask question about resume

❑ Determine salary requirements
❑ Discuss interest in position
❑ Is the behavior professional?
Human Resources & Administration

In-person Interview Options

❑ Conduct individual meeting

❑ Hold group session
❑ Meet with a panel
❑ Observe candidate
Human Resources & Administration
Non-Verbal Communication
Posture
Clothing
Gesture
Eye contact
Paralinguistic:
tone, volume, pace & pitch
Human Resources & Administration
Tips for Effective Interview
❑ Make interview a comfortable experience (sit next to each other)
❑ Make eye contact and use open body language
❑ Have a friendly conversation
❑ Ask behavior-based questions
❑ Don’t give false hope and not overdo promises
❑ Respect candidate’s time
❑ Avoid discrimination

‘ diverse workforce brings a wealth of benefit to your organization’

Human Resources & Administration
Onboarding New Hires
❑ List of next steps to know the next process
❑ Send the offer letter (job tittle – salary – benefits -
vacation)
❑ Headline for written acceptance
❑ Send new hire packet (welcome letter – confidentiality &
agreement - Values & code of conduct - Corporate policy
handbook - Forms & brochure
❑ Involve everyone in the onboarding process
 Job Offer
Steps in selection
Physical Exam
In-depth Interview
Background Investigation
Testing
Initial Interview
Job Application 62
 Recruitment of Nationals

Recruitment of Nationals
Tawteen (Emiratis)
Dismissal of Nationals
 Recruitment of Nationals

 General duty
 Imposition of quotas: banking, insurance, retail
 Reserved roles: HR, PROs, compliance
 Construction sector update
 Emiratis in data processing position
 Tawteen (Emiratisation)
 Government subsidies
 Penalties/employer classification
Reminder of Emiratization Provisions

 General Duty – work is a tight of UAE nationals

 Imposition of quotas: Insurance (5%), banking (4%) and commercial

entities employing 50 or more workers (2%)

 Reserved roles: PROs (if 100+ staff), HR Manager, Secretary

 Construction companies (500+ staff) – Emirati Health and Safety Officer

 Employers with 1000+ staff – 2 Emirati data entry clerks

Summary of new Tawteen Program
 Introduced 7 December 2016
 250 companies part of the Tawteen Program
 Aim: to enhance participation of Emiratis in the private sector
 4 elements to the program
 Communication strategy and labour market policies
 MHRE support
 Jobseekers
 Tawteen Partners / Tawteen Partners’ Club

 UAE nationals meeting certail criteria may register in Tawteen Gate

 Companies selected must formally advertise any new roles through the portal and
consider suitable UAE nationals prior to offering the position to non-UAE nationals
 Failure to comply (or meet Emiratisation quota generally) may result in a block on
new visa and work permits
 Tawteen – Recruitment Process

1. Advertise role via system

2. If system confirms no suitable Emirati job seekers, role can be offered
to non-nationals in the usual way
3. If system identifies suitable Emirati job seekers, they will have period
of time to register interest for role
4. Standard form CV will be available – employer can either reject
applicants or invite for interview
5. No obligation to offer role – but must provide feedback
6. When applicant offered role but rejects offer – they must provide
feedback as to why and, in some circumstances, written confirmation
as to why they rejected to role will be required
 Dismissal of UAE nationals
Dismissal only with permission
 A ministry of Labour Resolution prohibits dismissal of UAE nationals without prior Ministerial
permission
 Permission must be sought 30 days prior to the proposed termination
 The Ministry of Labour will refuse permission where:
 Dismissal is for any reason other than one of the specified gross misconduct reasons under Article
120. In this regard:
 It is often very difficult to persuade a court that an employee has been lawfully dismissed under
Article 120
 This is even more difficult where the employee being dismissed in a UAE national, and a greater
evidently burden applies.
 Where a non-national is undertaking the same role
 Employment dues unpaid
 Dismissal of UAE Nationals
On receipt of an application, the Ministry of Labour must:
 Investigate whether the proposed dismissal is for a legally valid
reason
 Notify the employer of its decision within 15 days and, if
necessary, give the employer the opportunity to resolve the
situation
 The process similar to normal labour complaints
 Employee likely to be invited to attend a meeting with the
employer and be given an opportunity to comment on proposed
termination
 Where no resolution is reached, the matter will be referred to the
Labour Court
 Pending a court ruling, the Ministry of Labour may not issue labour
cards
 Employment of Children
 Shall not under- age of 15
 Need the following documents
1. Birth certificate
2. Medical Certificate ( if fit to work)
3. Letter of consent from the guardian
 Not allowed to work between 8 pm – 6 am
 Should not work to any hazard and or can affect the health
 Minimum work of 6 days with a day off then breaks and not to work
4 successive hours
 No overtime
 Employment of Women

 Not allowed to work at night from 10 pm – 7 am

 Can work in following circumstances
1. Where work is disrupted by force majeure
2. Executive managerial or technical staff
3. Work in health service and other business as per the
MHRE
 Not allowed to work in hazard and can cause damage
to physical and mental
 Recruitment of Non - Nationals

Work permit and Residency

visa application process
Business visas and other
visas
 Work Permit & Residency Visa
Application Process
Before the employee arrives in the UAE:
 First approval
 Offer letter
 Entry permit
 Employment visa
 Blood test
 Bank Guarantee
 Employment Contract
 Labour Card (CEC Card)
 Renewal
 Dependents & Minimum earning requirements
Business Visa and other Visas
 50 nationalities: visa on arrival
 Mission visa
 Business visa
 Visit visa
 Work permit and residency visa
 Sponsoring dependents
 Dependents working and work permits
 Work permit for minors, part time employees, to work for two employers
 Ministerial Resolution No. 713 of 2016 – Training permits for students and trainees
(12-18 years) subject to guardian’s consent
Human Resources & Administration
Employee Performance
Performance Management Process
 Human Resources & Administration

Annual Performance Evaluation Form

Create forms for each job position

Keep forms easy to use

Feedback on last year’s performance

 Human Resources & Administration
Content of Evaluation Form
1. Core Competencies: consist of the ability that can be measured based on the
standard (i .e. Customer service / facilities / upselling / finance)
2. Company Value: the behavior of an employee (i.e. work ethic / teamwork /
flexibility / resourcefulness)
3. Graphic Scale: Excellent / Average / Below Average / Unsatisfactory
4. Employees strength & contributions to the company
5. Opportunities for improvement: Goals for improvement / Resources to
provide to assist in improvement / Review
 Human Resources & Administration
Employee Training & Development
1. Make learning an on-going process
2. Review how learning can be implemented
3. Conduct a regular check with the employees on
their progress
4. Must be actively participating on the activities and
collaboration
5. Seek learning activities everyday
Human Resources & Administration
Disciplinary Process
1. See discipline as benefit
2. Stay consistent with employees
3. Document all performance conversations
4. Disciplinary procedure
Human Resources & Administration
Step in Disciplinary Procedure
(Policy Handbook)
1. Conversation or verbal warning – focus on
improvement
2. Written warning
3. Final warning
4. Termination of employment
Human Resources & Administration
Effective Disciplinary
Conversations
1. Use clear and concise words
2. Provide facts
3. Describe the impact of poor behavior
4. Create a conversation rather than scolding
5. Offer resources for improvement
Human Resources & Administration
What’s Grievances?
These are a formal complaint that can be made by anyone
on the:
1. Disagreements
2. Conflicts
3. Feeling injustice
4. Dissatisfaction
Human Resources & Administration
Handling a Grievances
Should be in the corporate policy handbook
1. Act on a grievance immediately
Set up-in person interview to take grievance
Remove distraction s and detailed notes
Show empathy but don’t take sides
Avoid judgments and assumptions
Ask open ended questions
Be an active listener
Choose an investigator
Human Resources & Administration
Handling a Grievances
Should be in the corporate policy handbook
1. Choose an investigator
2. Determine consequences, If any
3. Follow up – monitor the resolution through
to completion
Human Resources & Administration
Exiting Employees
1. Prepare an exit checklist – (forwarded e-mail /
collect ID badge / conduct exit interview)
2. Prepare an exit interview questionnaire to
reduce future turnover
3. Ask exiting employee to outline daily activities,
projects, any other key parts of their position
Human Resources & Administration
Terminating Employees
1. Ensure company is safe from liability
2. Make sure documentation is complete
3. Hold the meeting privately and keep it short
4. Provide any required documents
5. Keep emotions in control
6. Consider the emotions of other employees
working