Administrative Coordinator

If there is newly arrived employees from Outside KSA, please note that the following to be done:-

1. Photocopy of passport (At least 3 copies)
2. Make Temporary iqama
3. Send him to Medical:-
a) for Physical Check Up before starting his duty
b) for Iqama purposes
4. Give his passport to Mr. Nasser to apply for iqama
5. Send him to branch where he will work
6. Add him in the insurance (prior to iqama application)
7. Give Employee Number (check the latest)
8. Make his employee’s File
9. Put Employee’s File in the cabinet

For employees who apply for vacation (Outside KSA), please see below the following actions to be taken:-

1. Approved vacation days should come from Mr. Fahad
2. Make ticket booking as per days approved (check the city where he is traveling)
3. 2 weeks before vacation, make his vacation payment (check Overtime)
4. At least 10 days before vacation, make his Re-Entry Visa base on the days of his vacation i.e. 60 days, 90 days etc, depending on how many days his approved leaves.
5. Arrange all related documents in one plastic folder such as:-
a) Passport
b) Re-Entry Visa
c) Ticket
d) Requirements before traveling i.e. PCR Test, country information portal
e) Passport Acknowledgement
f) Pledge before vacation
6. 1 day before vacation, handover all the documents required to travel then let him sign all documents received, then take his iqama
7. Put his iqama in the cabinet

For employees arriving from vacation, the following to be followed:-

1. Make sure he doesn’t need Quarantine Hotel, check with Al Naim Travels.
2. Upon arrival, collect his passport
3. Handover his iqama
4. Make print for email (from his immediate superior) informing his starting date (for salary purposes)
5. Adjust the vacation report file

Our recruitment agent at present is ASMACS, and the representative is Mr. Anis (he is based in Riyadh).

The following to be followed:-

1. Manpower requirements coming from different departments to be addressed either by requesting CV from ASMACS, or by advertisement from any Job Portal.
2. CV received to be forwarded to Mr. Fahad for necessary action
3. Approved CV’s from a certain department head or section head to be printed
4. A Job Offer to be made for the selected candidates
5. Job Offer together with the CV to be sent to ASMACS to process (request for the signed Job Offer)
6. Send the Visa authenticated from Enjaz, and all other requirements to process the visas (Mr. Anis will send you list of requirements and what to do with it)
7. Keep following for the pending issues and push for fast Visa Stamping.
8. Upon Visa stamped from Embassy, Mr. Anis will send passport copy with Visa stamp
9. Forward the passport copy to Al Naim to request for ticket booking
10. Ticket booking to be forward to MR. Anis if OK or NOT.
11. If OK, issue the ticket
12. Forward the ticket to Mr. Anis
13. Based on the ticket date, arrange for airport pick up with our Drivers.
14. Arrival procedures was sent to different email