MINISTERIAL ORDER NO. (155) YEAR 1993

Concerning additional charges on Work permits and their supplimetnaries, delay Fines, Labor Procurement offices, new charges

KIND OF TRANSACTION CHARGES

1. Application for approval of Contracts Dhs. 80/-

2. Application for renewal of Labor card and replacement for Loss or Damage

Dhs. 80/-

3. Application for individual Visa Dhs. 80/-

4. Application for Group visa (per person) Dhs. 80/-

5. On every worker Licensed for Recruitment Dhs. 80/-

6. Labour Card for expatriate Worker Dhs. 80/-

7. Application for Transfer of Sponsorship Dhs. 150/-

8. Approval for transfer of Sponsorship Dhs. 300/-

9. Application for Renewal of Labour procurement Permits Dhs. 80/-

10. Application comprising a Private Interest Dhs. 80/-

11. On cancellation of a worker’s sponsorship Dhs. 80/-

12. Charge for issuing a Labour card for a wife or daughter Dhs. 200/-

13. Charge for issuing Representative’s card (per annum) Dhs. 200/-

14. Replacement, for Loss or Damage of a representative’s card Dhs. 200/-

15. Application for Amendment of sponsor’s data Dhs. 200/-

HEALTH & SAFETY

Ministerial Order No (32), Year 1982

Article (1)

Every employer shall provide the appropriate preventive measures for the protection of workers from risks of injuries or occupational diseases, which may occur during working hours and against fire risks, which may result from the use of machineries and other equipments. The employer shall also adopt other preventive measures specified by the Ministry of Labor and Social Affairs.

Article (2)

Every employer shall display at prominent and conspicuous place, detailed and clear instructions on measures for the prevention of fire…

Article (3)

Every employer or his representative shall brief has employees before they assume work on the occupational risks such as fire and machinery risks, dangers of falling and relevant occupational diseases and other risks.

Article (4)

Every employer shall assign the task of supervising first aid treatment to a specialist in first aid treatment and shall provide for the first aid box the contents specified in table No (3) attached of UAE labor / federal law No (8) of 1980.

Article (5)

The employer shall take the necessary measures to ensure that the conditions prevailing in the place of work provide sufficient protection for the health and safety of the worker working in the establishment and that he shall give special attention to the following:

a) The space assigned to each person shall not be less than 400 cubic feet. This measurement, however, shall exclude any height of over 14 feet.

b) Avoid any insufficiency in the necessary amount of clean air or delays in renewing this air, and keep out all harmful air drafts or sudden changes in temperature and, as far as possible, eliminate excessive humidity, excessive high or low temperatures and bad-smelling air currents.

c) Provide sufficient and appropriate lighting, natural or artificial, but ensuring that windows and other accesses to natural lights are open and that the sources of natural or artificial lighting avoid direct forceful illumination and appreciable difference in the distribution of lights in close quarters.

Article (7)

c) The passages shall be free of holes of unfixed manhole covers, projecting nails, pipes, or other installations, which may cause a risk of collision, and the floors of the passages shall not be made of substances that may cause slipping.

Article (8)

The employer shall provide necessary facilities for the prevention of fire and fire extinguishers appropriate for the type of materials used in the establishers appropriate for the type of materials used in the establishment and he shall observe the following:

2) The fire-extinguishing equipment must be always kept in a condition suitable for the purpose they are designed for and must be placed in locations of easy access, and a sufficient number of workers must be trained to use them.

3) There must be a fire alarm (warming) system and the workers must be trained or respond to fire warnings

5) Signs containing instructions for the prevention of fire shall be displayed at the inflammable places of work. Such signs shall be projected in conspicuous positions indicating the places of exits and written in Arabic and in other language understood by the workers, if necessary.

Article (24)

The employer shall notify the competent labour department on accidents, which that may occur during working hours in his establishment and which may cause the following:

a) The death of a worker

b) Fires or explosions

c) Rendering any of the workers unfit to perform his work for three or more days.

The employer shall give notice of such accident in the form shown in (4) Ministerial Order No (32), Year 1982, provided that notification shall be as follows:

1) In case of the death of a worker, fire, or explosion, notice must be given immediately after the occurrence of the accident through the fastest means of communication available.

2) When a worker becomes unable to do his work for three or more days notice must be given within 24 hours following the occurrence of the accident.

In all cases, however, the employer shall present to the competent labour department a report in two copies, once every three months, containing an account of the injuries of work and occupational diseases in the from designated for that purpose, provided that the said report shall not be delayed for more than 15 days from the expiry date of the three months period referred to herein.

The employer shall keep a third copy of the said report at his establishment so that the competent labour inspector may have easy access to it when he visits the establishment.

Ministerial decision No (37/2) Year 1982

Article (2)

An employer whose the number of employees in his establishment in not more than fifty in one place or within an area the radius of which is twenty kilometers, shall provide at the work place in his establishment with first aid kits.

Article (3)

An employer whose the number of his workers in one place or within an area the radius of which is twenty kilometers, is exceeding fifty workers and less than two hundred, and in addition to his obligation to provide first aid kits, must employ a nurse holding a nursing certificate recognized by the Ministry of health.

Article (11)

Any employer must prepare for every worker employed by him a medical file including the following:

The result of medical examination of the worker at the time he joined work.

The result of medical check-up, and the prescribed treatment whenever the worker reports for medical check-up and any date thereof.

The Results of medical analysis, or treatment and X-ray, if any.

Result of medical examination to know whether the worker is suffering from chest or dermatological disease.

The period for which the worker was absent because of illness provided that every (4) days of absence due to illness or accidents shall be shown separately.

Article (12)

An employer who employs fifty workers or more must send a list of two copies every three months to the concerned labour department showing the number of workers who received medical treatment at the expense of the employer, the nature of their diseases and the days of absence because of illness.

PART V

Article 91

Every employer shall provide adequate preventive equipment to protect workers against the dangers of employment accidents and occupational diseases that may occur during the work, and also against fore hazards and other hazards that may result from machines and other equipment…

Article 92

Every employer shall display detailed instructions in a conspicuous position at the workplace indicating the measures to be taken to prevent fire and protect the workers against hazards…Such instructions shall be in Arabic and, if necessary, in another language understood by the worker.

Article 93

Every employer shall provide one or more first-aid boxes containing medicines, bandages, antiseptics and such other first-aid materials as may be ordered by the Ministry of Labour and Social Affairs. There shall be one first-aid box for every 100 workers; the box shall be located in a conspicuous place and within easy reach of the workers. Use of the box shall be entrusted to a person specialized in giving first aid.

Article 94

Without prejudice to the provisions of the regulations and orders issued by the competent government authorities, an employer shall ensure perfect cleanliness and ventilation in each workplace and shall provide each workplace with adequate lighting, drinking water and toilets.

Article 96

An employer shall provide his workers with medical care facilities corresponding to the standards laid down by the Minister of Labour and Social Affairs in co-operation with the Minister of Health.

GENERAL PROVISION

Article 2

Arabic shall be the language to be used in all records, contracts, files, statements etc., provided for in this Law or in any orders or regulations made thereunder. Arabic shall also be used in the instructions and circulars issued to employees by their employer. Where a foreign language is used by the employer in addition to Arabic, the Arabic version shall be regarded as authoritative.

PART III

CONTRACTS OF EMPLOYMENT

CHAPTER 1

Article 35

Subject to the provisions of article 2 a contract of employment shall be written in two copies, one being delivered to the worker and the other to the employer. In the absence of written contract, adequate proof of its terms may be established by any means of evidence.

Article 36

A contract of employment shall more particularly specify the date of its conclusion, the date on which work is to begin, the nature and the place of the work, the duration of the contract (if it is for a limited period) and the amount of the remuneration.

Article 37

A worker may be engaged on probation for a period not exceeding six months, during which his service may be terminated by the employer without notice or severance pay: Provided that a worker shall not be engaged on probation more than once in the service of any one employer. Where a worker successfully completes his period of probation and remains in his job, the said period shall be reckoned towards his period of service.

PART VIII

CHAPTER I

Termination of Contracts of Employment

Article 113

A contact of employment shall terminate in any of the following cases:

If both parties agree to its termination, on condition that the worker’s consent is given in writing;

On the expiry of the period in the contract, unless the contact is expressly or tacitly extended in accordance with the provisions of this Law;

If either of the parties of a contact concluded for an unlimited period, expresses his intention to terminate the contact; provided that the provisions of the Law regarding the period of notice are observed and on grounds accepted for the non-arbitrary termination of the contact.

Article 114

A contract of employment shall not terminate by reason of the employer’s death, unless the subject of the contract is connected with his person. A contract shall, however, be terminated by reason of the worker’s death or his total incapacity of work, where the latter is established by a medical certificate approved by the health authority competent in the State.

Provided that, where a worker’s partial capacity to perform his work permits him to perform other work consistent with his state of health, the employer shall if such other work is available and he so requests, transfer him to it and pay him the remuneration normally paid in similar cases, without prejudice to any entitlements and compensation due to him in accordance with this Law.

Article 115

Where a contract of employment is for a limited period of time and the employer revokes it for reasons other than those specified in article (120) he shall be requited to compensate the worker for any prejudice the latter sustains: provided that the amount of compensation shall in no case exceed the aggregate remuneration due for a period of three months or the residual period of the contract whichever is shorter unless the contract contains a provision to the contrary.

Article 116

Where a contract is revoked by the worker for reasons other than specified in article (121), he shall be required to compensate the employer for any prejudice the latter sustains as a result: provided that the amount of compensation shall not exceed half the worker’s remuneration for three months or the residual period of the contract whichever is shorter unless the contract contains a provision to the contrary.

Article 117

(1) Both the employer and the worker may terminate a contract of employment of unlimited duration for a valid reason at any time following its conclusion by giving the other party notice in writing at least 30 days before the termination.

(2) In case of workers working on a daily basis the period of notice shall be as follows:

a- one week, if the worker has been employed for more than six months but less than one year;

b- two weeks, if the worker has been employed for not less than one year;

c- one month, if the worker has been employed for not less than five years.

Article 118

A contract shall continue to be valid throughout the period of notice referred to in the preceding article and shall terminate on the expiry of the notice period. The worker shall be entitled in respect of the period of notice to full pay calculated on the basis of his last remuneration and he shall be required to performs his works during that period if the employer so requests.

The parties may not agree to dispense with the requirement as to notice or to reduce the period of notice, but may agree to increase it.

Article 119

When an employer or a worker fails to give the party notice of the termination of the contract or reduces the period of notice, the party obliged to give notice shall pay the other party compensation called “compensation in lieu of notice”, even where no prejudice has been sustained by the other party as a result of such failure or reduction. The said compensation shall be equal to the worker’s remuneration in respect o the entire period of notice or the time by which it was reduced. Compensation in lieu of notice shall be calculated on the basis of the remuneration last received, in the case of worker remunerated on a monthly, weekly, daily or hourly basis or in the case of a worker remunerated at piece rates, on the basis of the average daily remuneration referred to in article 57 of this Law.

Article 120

An employer may dismiss a worker without notice in any of the following cases:

a- if the worker adopts a false identity or nationality or submits forged certificates or documents;

b- If the worker is engaged on probation and is dismissed during the probationary or on its expiry;

c- If the worker makes a mistake resulting in substantial material loss for the employer, on condition that the latter notifies the labor department of the incident within 48 hours of his becoming aware of its occurrence;

d- If the worker disobeys instructions respecting industrial safety or the safety of the workplace, on condition that such instructions are in writing and have been posted up at a conspicuous place and, in the case of an illiterate worker, that he has been acquainted with them orally;

e- If the worker does not perform his basic duties under the contract of employment and persists in violating them despite the fact that he has been the subject of a written investigation for this reason and that he has been warned that he will be dismissed if such behavior continues;

f- If the worker reveals any secret of the establishment in which he is employed;

g- If the worker is finally sentenced by a competent court for an offence involving honor, honesty or public morals;

h- If the worker is found in a state of drunkenness or under the influence of a drug during working hours;

i- If while working, the worker assaults the employer, the responsible manager or any of his work mates;

j- If the worker absents from his work without a valid reason for more than 20 non-consecutive days, or more than seven days.

Article 121

A worker may leave his work without notice in either of the following case:

A – If the employer fails to comply with his obligations towards him, as provided for in the contract or in this Law;

B – If he is assaulted by the employer or the employer’s legal representative.

Article 122

A worker’s service shall be deemed to have been arbitrarily terminated by his employer if the reason for the termination is irrelevant to the worker and, more particularly, if the reason is that the worker has submitted a serious complaint to the competent authorities or has instituted legal proceedings against the employer that has proved the be valid.

Article 123

a- Where a worker is arbitrarily dismissed, the competent court may order the employer to pay him compensation. The court shall assess such compensation with due regard to the nature of the work, the amount of prejudice he has sustained and his period of service, and after investigating the circumstances of the work. The amount of the worker’s remuneration for three months calculated on the basis of the last remuneration he was entitled to.

b- The provisions of the preceding paragraph shall not prejudice the worker’s right to the gratuity he is entitled to and the termination notice allowance provided for in this law.

Article 124

It shall not be lawful for an employer to terminate the service of a worker on the ground of deficient health before he takes the periods of leave to which he is lawfully entitled. Any agreement to the contrary shall be null and void, even where it was reached prior to the commencement of this Law.

Article 125

An employer shall provide a worker, at the latter’s request and on the termination of his contract, with a certificate of termination of service, which shall be free of charge; it shall specify the dates of his entering and leaving the employer’s service, his total period of service, the nature of the work he has performed, his last remuneration and any bonuses he has received.

It shall also be the duty of the employer to return any certificates, documents and tools belonging to the worker.

Article 126

Where a change occurs in the form or legal status of the establishment, contracts of employment that are valid at the time of the change shall remain in force between the new employer and the workers of the establishment, and their service shall be deemed to be continuous Both the original employer and the new employer shall be jointly liable for a period of six months for the discharge of any obligations resulting from contracts of employment during the period preceding the change; after the expiry of this period the new employer shall solely bear liability.

Article 127

Where the work assigned to w worker allows him to become acquainted with the employer’s clients or to become familiar with the secrets of his business, the employer may require him to refrain, after the termination of his contract, from competing with his own. Such agreement shall be valid only on condition that the worker is at leas 21 years of age at the time of its conclusion that the agreement is limited, as regards the time, the place and the nature of the business, to the extent necessary to safeguard the employer’s lawful interests.

Article 128

Where a non-national worker leaves his work without a valid reason before the expiry of a contract for a limited period, he may not, even with the employer’s consent, take up other employment for one year from the date on which he left his work. It shall not be lawful for any other employer who is aware of the fact to recruit such worker or keep him in his service before the expiry of such period.

Article 129

Where a non-national notifies the employer of his desire to terminate a contract of unlimited duration and leave his work before the expiry of the statutory period of notice, he shall not, even with the employer’s consent, take up other employment for one year from the date on which he left his work. It shall not be lawful for any other employer who is aware of the fact to recruit or keep him in his service before the expiry of such period.

Article 130

The provisions of articles 128 and 129 shall not apply to a non-national worker who, before taking up other employment, obtains the authorization of the Minister of Labor and Social Affairs with the approval of the original employer.

Article 131

An employer shall, on the termination of a worker’s contract, defray the cost of returning him to the district from which he was recruited or to any other place agreed upon between the two parties. Where after the termination of his contract, a worker enters the service of another employer; the latter shall defray the worker’s traveling expenses on the termination of his service. Subject to the provisions of the preceding sentence, if the employer fails to return the worker or to defray his traveling expenses, the competent authorities shall do so at the employer’s expense and may then recover any expenditure incurred in this connection by attachment.

Where the reason for the termination of the contract is attributable to the worker, his travel shall be at his won expense if he has the wherewithal to pay.

Article 131 (Repeated)

1 – In the application of the Provision of the preceding article, the cost for return of the worker means the value of his travel ticket as well as what the Labor contract or the rules of the establishment specify regarding the travel expenses for the worker’s family and the cost of shipping of his belonging.

2 – In case where the employers provide accommodation to the worker, the worker shall be obliged to vacate the premises within thirty days from the date of termination of his service.

3- the worker should not delay vacating the premises for any reason, provided that the employer pays the worker the following:

A – the expenses specified in paragraph one of this Article.

B – severance pay and any other entitlements the employee is obliged to pay in accordance with the Labour contract or the establishment regulations of the Law.

4 – If the worker disagrees with the amount of the expenses and entitlements referred to above, the Labour Department concerned shall determine, as a matter of urgency, and within a week form its been notified of the same, these expenses and entitlements and shall inform the worker of the same as soon s they are determined.

5 – In this case, the counting of the thirty day grace period for the vacating of the premises referred to in paragraph two of this Article shall commence from the date of employer deposits of the value of the expenses and entitlements as determined by the Labour Departments concerned. If the worker does not vacate the premises within the thirty days mentioned, the Labour department with the assistance of the authorities concerned in the emirate shall take the necessary administrative measures for the vacating of the same.

6 – The provisions of this Article shall not deprive worker of his right to take his case to the court concerned.

CHAPTER II

Severance Pay

Article 132

A worker who has completed a period of one or more years of continuous service shall be entitled to severance pay on the termination of his employment. The days of absence from work without pay shall not be included in calculating the period of service. The severance pay shall be calculated as follows:

1. 21 days’ remuneration for each year of the first 5 years of service.

2. 30 days remuneration for each additional year of service provided that the aggregate amount of severance pay shall not exceed 2 year’s remuneration.

Article 133

A worker shall be entitled to severance pay in respect of fractions of a year in proportion to the time actually worked, on conditions that he has completed one year of continuous service.

Article 134

Without prejudice to what is provided for by some laws on the granting of pensions or retirement benefits to employees in some establishments. Severance pay shall be calculated on the basis of the remuneration last due to the worker for those who are paid monthly, weekly or daily basis and on the average basis of the daily remuneration referred to in article 57 of this law for those who are paid at piece rates basis.

The remuneration used as a basis for the purpose of calculating severance pay shall not include what is given to the worker in kind, and housing allowance and transport and traveling allowances, overtime pay, representation allowances, cashier’s allowances, children education allowances, allowances for recreational and social facilities and any other allowances or increments.

Article 135

An employer may deduct any amounts owned to him by a worker from the latter’s severance pay.

Article 136

For the purposes of article 132 no employment situation preceding the date of commencement of this Law shall be regarded as a situation entitling a worker to severance pay unless he is a national, but without prejudice to any rights acquired by the worker under repealed labor legislation or under contract of employment of any agreement, by-laws or work rules of the establishment. In the event of the worker’s death, his severance pay shall be paid to those entitled thereto.

Article 137

Where a worker who is bound by a contract of unlimited duration leaves his work of his own accord after continuous service of not less than one year and not more three years’ he shall be entitled to one-third of the severance pay provided for in the preceding article; where the continuous period of service exceeds three years but does not exceed five years, he shall be entitled to two-third of such severance pay; where the continuous period of service exceed five years, he shall be entitled to the full severance pay.

Article 138

Where a worker who is bound by a contract for a limited period leaves his own accord before the expiry of his contract period, he shall not be entitled to severance pay unless his continuous period of service exceeds five years.

Article 139

A work shall forfeit all entitlement to severance pay in any of the following two cases:

(a) if he is dismissed from service for any of the reason specified in article 120 of this Law or if he leaves his work in order to avoid being dismissed in accordance with that article;

(b) If he leaves his work of his own accord and without notice, otherwise than in either of the cases specified in article 121 of this Law (in the case of contracts of unlimited duration) or before completing five years of continuous service (in case of contracts for a limited period).

Article 140

Where an establishment has a savings fund for the workers and the rules of the fund provide that whatever the employment pays into the fund for the worker’s account corresponds to his statutory obligation in respect of severance pay, the worker shall be paid the amount of the savings in his account or the severance pay due in accordance with the Law, whichever is the greater.

Where the rules of the fund do not provide that whatever has been paid by the employer corresponds to his statutory obligation in respect of severance pay, the worker shall receive whatever is due to him in the savings fund in addition to the statutory severance pay.

Article 141

Where an establishment has a retirement or insurance scheme, or any similar scheme, a worker who is entitled to a retirement pension may opt between it and the prescribed severance pay or whatever he is entitled to receive from the pension or insurance fund, which ever of the tow is more to his advantage.

MINISTERIAL ORDER NO. (70) YEAR 1992

The commandment of the employer to provide a bank guarantee to cover air tickets to absconding labors at the time of notifying such assignment

1. At the time of notifying the abscondment of a Laborer or laborers under his sponsorship, the employer shall submit an unconditional bank guarantee either to be paid in full or in part on demand. Such a guarantee shall be valid for one renewable unless the Ministry of Labor shall advice the bank has issued such a guarantee otherwise. The value of such a guarantee shall be sufficient to cover the value of the air tickets for the absconding laborer(s)

2. The bank guarantees shall kept with the Ministry of Labor and Social Affairs with all details there of written down on a special record for follow-up.

3. When seizing an absconding laborer, the sponsor shall be asked to bring an air ticket within a period to be specified by the ministry in of his failure, the ministry of labor may call the bank guarantee, buy the required air ticket in addition to the imposing of the necessary penalization and fines on the employer who has failed to provide the ticket which as prescribed by the law; all fines shall go to the public treasure for the account of general income.

4. In case another party has been commanded to bear teasel expense for the absconding laborer, and upon the confirmation of the departure of the laborer, the bank guarantee shall be returned to the party issuing same.

PART III

CONTRACTS OF EMPLOYMENT, RECORDS AND REMUNERATION

Article 54

An employer employing 15 or more workers shall maintain the following records and documents in each main establishment, or branch or locality in which work is carried out:

1- a remuneration register, showing the worker’s names by date of entry into service, together with particulars of the amount of each workers daily or monthly pay, any bonus or piece-work wages or commission paid to him, his days of work and the date of his final departure from work;

2- a register of employment injuries, in which any employment accidents and occupational diseases sustained or contracted by the workers shall be entered as soon as the employer learns the occurrence thereof.

3- The basic work rules, which shall more particularly specify the times of daily work and weekly rest, official holidays and the necessary measures and precautions to be taken to prevent employment injuries and fire hazards. Such rules shall be conspicuously displayed at the work place, the application of these rules and any amendments thereto shall be conditional upon their approval by the Labor department within 30 days of their submission thereto.

Personnel Files

Definition

The Department of Labor rules define the terms "personnel file" as any and all personnel records created and maintained by an employer and pertaining to an employee"

Personnel Files Serve:

1. To ensure compliance with local legislation for payroll record keeping(I will check the UAE federal / labor legislation)

2. To provide easy access for employers to find information about the employee

3. To protect the employer in the event of a discrepancy or lawsuit

4. To provide Transparent hiring and record keeping procedure for fenders

5. To track work history and work performance

Period

Legal experts recommend to keep personnel records for a period of 4-7 years afterany employee terminates employment (I will check the UAE Labor Standards)

List of items that may be included:

1. Resume of employee and application for employment

2. Transcripts if submitted or required for the position

3. Job description if not included in contract

4. Original contract of employment signed by employee and employer

5. Salary and salary history

6. Copies of any form the employee was required to fill out

7. Doctors notes for missed time but not medical / disability information, leaves of absence

8. Performance evaluations, letters of recognition, official reprimands, disciplinary action, and any other appropriate material relating to the employee's job performance. A copy of material should also be given to the employee

9. Comments provided by references, letters or recommendation, background checks

Note: Medical or disability information should not be included in a personnel file -only information pertinent to a person's job performance should be included. All other non-job performance information should be kept in a separate file

Note: According to the Human Rights Code, an employer is only entitled to medical information that is job related. Requests for medical information from an employee are limited to data which indicates the employee's capabilities in relation to specific job duties. (Visit the Human Rights Commission website for more information

Important Notes

1. DON'T keep your interviewer's notes and comments regarding the employment interview in the personnel file

2. Personnel records must pertain to or affect an employee's work history

3. Unsubstantiated complaints about an employee's performance should not be included in an employee's personnel file

4. Records pertaining to investigations into employee misconduct that reveal that no finding of misconduct occurred need not (and should not) be maintained in an employee's personnel file

5. Employees do not have a right to review "non-personnel records"

6. Internal investigations, standing alone, do not constitute personnel records and are not directly related to employment when disciplinary action is not taken

7. The initiation of the disciplinary process triggers an employee's right of access to documents relating to the incident giving rise to discipline

8. Former employees possess the same right as current employees to see their personnel files. (I will check the UAE labor law)

Payroll records should contain:

1. Name, address, and birth date of the employee

2. Rate of wages, number of daily hours worked, amount of al deductions made from paid wages

3. Date of the beginning of the employment and, where applicable, the date of temporary lay-off or termination

4. Date of annual vacation and amount of vacation pay accorded to employee

5. The dates on which each 24-hours rest period is given

How to handle employee requests to review their files?

1. Employers must ensure that the integrity of the file and should not hand over the original file to an employee even with instructions to return it when the employee is finished with it

2. Employers are recommended to make a photocopy of the file (or selected portion) and give the employee a copy of the file to keep

3. Before providing the employee with a copy of the file:

3.1 review the file and approve its contents.

3.2 Contact the requesting employee's managers and supervisors to verify the contents

3.3 Confirm with the employee's managers and supervisors that no additional documents exist that should be included in the employee's personnel file

3.4 If applicable, add payroll records to the file. Since such records are specifically included in the legal definition, they should be added to the file given to the employee

3.5 Audit the file and ensure that the file does not contain inappropriate material (such as confidential medical records)

JOB DESCRIPTIONS

HP Manager

Performs a variety of complex and technical personnel assignments, including union agreement and ordinance interpretation, negotiations, employee grievance through arbitration

Support progress of disciplinary matters to ensure consistent application of procedure Support management case at all levels of internal appeals and hearings Ensure integrity of and actively manage job evaluation process and salary policy Advise elected and appointed department heads on personnel-related matters Ensure that employment decisions are taken in accordance with agreed policies and legislation Provide advice on recruitment activities, advise on placing of advertisements, recruitment packs / application forms. Serve on or assists the “Personnel Committees” and other as assigned Monitor and maintain the office personnel Policy. Prepare adoption and revision resolutions for personnel issues Keep employees informed on benefit programs and issues Develop and manage new employee orientation program policy and perform new employee orientation Administer training programs for employees such as: professional training, safety, first aid, etc Identify training needs, contribute to design and delivery of training activities and support Manage/monitor quality performance of HR/workforce information and statistics, directing workforce planning activity

to assist managers in review and assessment of organization structure Interprets and applies contract provision for all bargaining agreements. Participate in bargaining unit negotiations Research local laws pertaining to personnel situations: drug-free work place, hiring and firing policies and

disciplinary actions. Keep the office current on personnel issues Write and periodically update all job descriptions for all office departments Provide recommendations and position rating criteria for all positions Perform risk management functions in relation to worker’s compensation claims and office personnel liability etc Disseminate information, provide training and advice to all office departments to assure consistency in personnel

management Serve as Office Safety Officer Perform administrative staff activities as directed by the office administrator Responsible for interviewing, testing and referring applicants for clerical, technical, administrative and management

positions Replace lost employees as quickly and economically as possible

Act as liaison with area employment agencies Preparation and liaison with advertising agencies Processing and checking advertising agency billings Completion of weekly report on employment activity Exit interview for terminating employees “Promote from within” policy Analyze the information provided on a prospective employee’s application and conduct a personal interview Determine the suitability of the applicant for employment In cases where an applicant is judged unqualified, tactfully turn the applicant away

Minimum Qualifications:

Knowledge of: Public sector labor relations UAE laws and regulations pertaining to personnel Personnel policies and procedures Contract administration Negotiation procedures and techniques Grievance procedure Hiring and firing methods and requirements Risk exposure Risk management All clerical and specialized functions Interviewing techniques Understanding of the company’s organizational structure A wide degree of creativity and latitude PC operating systems, MS office and Windows Time management

Ability to: To be effective communication Research employee situations quickly and logically Assess risk exposure situations Assess skills required for the various job descriptions and positions Write job descriptions Develop and implement safety, drug-free work place, and other programs and policies Write excellently with high grammatical skills To be highly motivated Possess strong interpersonal skills Manage ambiguity Manage bureaucracy Tolerate for pressure points and conflicting demands Be self-organized and task-focused

Administrative Officer

The Administrative officer is responsible to the Office Manager, Finance & Administrative Manager, and provides support to them as a personal Assistant.

Plays a key role in providing administrative support for the Company and office in particular. Provide administrative support to Office Manager in terms of filing and secretarial support

Deal with correspondence (sorting post, discussing it with the Office Manager, replying to letters and with or without previous reference to the Office Manager depending on the nature of the enquiry.)

Draft routine correspondence. Assist with the sorting office incoming post and handle circulation of office materials to in-house staff. Open and record all incoming mail and make a note of outgoing mail

Prepare office reports Maintain and developed filing and brought forward systems Assist in developments in financial policy.

Assist in monitoring the various budgets held by the office Handle legal matters related to the work of the Company in the UAE and overseas Control the diary, both electronic and manual, arranging meetings and appointments Assisting in the forward planning of the Office Manager's programmed, supporting the Office Manager in e-mail

management Ensure that Office Manager has relevant papers available for all meetings and make any necessary travel

arrangements Deal with personal and telephone enquires Deal with office work, finance advisory group in: preparation of agenda, word processing, collecting and collating

papers, drafting minutes, Providing follow-up schedules, booking rooms and refreshments, arranging reimbursement of members' travel

expenses Maintain minute books and index Organize the launch events for the publications, including issuing invitations, monitoring reply slips, arranging

catering and undertaking publicity display panels at the venue Maintain and keep up-to-date an information resource in the office resource library, which includes various

magazines, journals and books, ordering publications and processing subscriptions Act as the first point of contact for all queries from members, giving advice and guidance as appropriate. Queries

are received by telephone, e-mail, fax or drop-in caller Process all invoices/orders on the office system Undertake the bulk of the office photocopying Order office stationery Assist in the monitoring of publications and periodicals for articles relevant to the work of the office and maintain the

press cuttings file Assist in the compilation, preparation and typing of office reports Monitor and act on e-mail messages received and regularly update office server Responsible for the office time audit system Undertake regular mail outs to those on the office database Attend meetings at the discretion of the Office Manager in the role of minute taker. Service office meetings,

preparing and dispatching agendas, taking minutes, booking rooms and typing and dispatching minutes In the absence of the Office Manager ensure that all essential and urgent matters are dealt with efficiently and

speedily. This may be undertaking direct action, with or without consultation, or by referral to senior colleagues in Finance Group or elsewhere

Maintaining holiday chart Dealing with sickens absence forms Provide support for the property and insurance matters During times of pressure of work, sickness or holidays is willing to help with other work as required Be responsible for the detailed aspects of space planning, including drawing up plans, negotiating with managers

and outside contractors Offer lead contribute to the formation and implementation of policy decisions on the use of office space Deal with requests for equipment, including those in relation to office space planning, negotiating terms and

conditions of purchases with suppliers Deal with annual maintenance agreements and invoices for photocopiers, fax machines, and other office equipment

and ensure that equipment faults are promptly dealt with Fleet management and administration functions for office cars, including, allocation and replacement, renewing,

making arrangements in relation to car sale and purchase Handle provision of stationery and office supplies, including ordering of supplest, checking of invoices and

maintaining stock levels and tidiness of office supplies areas Keep up-to-date computer processed administrative lists, including inventories of office equipment and mobile

phones Maintain and keep up-to-date office databases, including office staff training courses Ensure that the financial procedures are carried out in accordance with the office regulations Undertake any other relevant duties as required Develop, streamline and standardize office procedures and corporate expectations Implement and train office staff as needs arise Evaluate appraisals of office manager, work with office managers in evaluations of entire office staff Build cohesiveness and enhance communication Audit office to ensure compliance with records requirements and with approved office procedures Coordinate projects, track data, compile information and reports Assist office manager in supervising support staff Responsible for the general administrative support services

Provide statistical information when required Provide relevant information on a range of issues as required Achieve individual and unit performance standards Ensure the Health & Safety of employee, visitors and self in accordance with office Health & Safety policies

General Requirements: Good general level of education Experience in business and financial administration. Experience of undertaking administrative work Experience in preparation of office papers and minutes. Good administrative, clerical and minute taking skills Experience in office management Experience of working as a personal assistant to a senior staff member Excellent computer skills. Well-developed word processing skills. Use of Microsoft office packages (Excel,

Outlook, PowerPoint). Familiarity with Microsoft Word Able to take responsibility and work independently Able to priorities own work and work to deadlines. Ability to work in a small team and manage conflicting

priorities to tight deadlines Able to negotiate with suppliers and contractors Affective communicator, especially in formal written correspondence. Strong written and oral communication

skill. Strong interpersonal and communication skills Shorthand / speed writing, able to take comprehensive notes using a laptop computer Familiarity of the PR work High level of self-motivation. Ability to work on own initiative, yet recognize issues which must be referred to the

manager Able to work in team environment Friendly, cheerful and patient Flexible approach to work and 'can do' attitude Experience of working in multi-cultural, multi-ethnic and multi-faith settings. Ability to work sensitively with

diverse communities Ability to demonstrate tact and diplomacy when dealing with people at different levels and under different

circumstances Typing speed at least 40 wpm Ability to work under pressure, often in a fast-paced environment Ability to respond flexibly to changing circumstances Ability to work within a goal-oriented, results-driven and performance-monitored environment Punctuality and timelines Willingness to adhere to office time audit system Commitment to equal opportunities Awareness of the importance of confidentiality and the need to maintain it at all levels Willingness to attend occasional evening meetings Ability to train and influence personnel Innovative in design thinking and can make change happen Ability to give, receive, and analyze information, formulate work plans, prepare written materials and articulate

goals and action plans Knowledge of MS Project is desirable

Office Manager

Organize and supervise office operations and procedures necessary for conducting business Supervise such office operations as: typing, bookkeeping, and filing Coordinate clerical work, schedules and maintain personnel, financial, and other office records. Devise filing systems of office layouts to improve clerical work flow Purchase office supplies and equipment Control office budget Prepare new registration packets Set up and work new employee enrollment Enter new employee data into database Perform and manage office procedures Operate and maintain audio-visual equipment Coordinate staff and rental activities Interview clients Coordinate and schedule bookings, do set up/take down of audio-visual equipment and furniture for events Provide AV training and assistance for clients Booking, billing, invoicing, record keeping, purchasing supplies and equipment Training and supervising assistant Consult with Director on policy and procedure Assist with budget and goal setting Provide reports on activities Implement marketing objectives Provide public relations and promote use of company Maintain AV equipment and furnishings Keep office secure and in order Coordinate with custodian and maintenance workers

Client Service: Interview clients in person and by telephone. Determine needs and inform on services Assess fees according to policy Book events; set up schedule; ensure event compatibility

Set up audio-visual, tables and chairs, etc. according to client needs Provide training and assistance for clients and staff on AV and other equipment Provide on-site assistance during events when needed Post informative signs as needed Provide brochures and other information as needed Collect and receipt fees

Office Management Prepare weekly and monthly calendar of events / schedules; inform library staff as needed Complete contracts and invoice clients; Prepare follow-up letters Maintain client and financial records on the computer and in paper files Collect fees and other payments; Prepare deposits Sign purchase orders Train and supervise assistant to help with clients, office procedures, maintenance, etc Prepare weekly, quarterly, and annual reports for Director on revenues and activities Purchase supplies and equipment as budgeted Update inventory of office property annually Prepare correspondence and do mailings

Public Relations Follow up with clients on service satisfaction Develop relations with local business, Chamber of commerce, etc Provide referrals to clients with needs Design and publish brochures, schedules, flyers etc for clients and promotional mailings Keep mailing lists up to date; send mailings to prospective users Coordinate with local artists and others for displays and exhibits

General Maintenance and Housekeeping: Schedule and install exhibits and displays in lobby display cases Perform minor maintenance of audio-visual equipment, lighting and sound equipment Ensure clean appearance of office among clients Encourage recycling in office and by clients Keep storage areas organized and clean

Miscellaneous Participate in budget planning and long range goals as requested by Director Prepare advertising materials for newspaper ads as needed Participate in interviewing for new hire or performance review as requested by director

Other duties may be assigned

Qualification requirements: Associate’s degree (AA) or equivalent from two-year college or technical school; and one to two years’ related

experience and / or training; or equivalent combination of education and experience.

Language skills: Ability to read, analyze, and interpret general business periodical, professional journals, technical procedures, and

governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and

decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Necessary knowledge, skills and abilities: Knowledge of general office and book keeping practice and procedures; Considerable knowledge of audio-visual equipment and related electronic technology Knowledge of computer scheduling, spreadsheet, and word processing programs Knowledge of stage sound and lighting systems

Some knowledge of principles of supervision, occupational safety standards and requirements Skill in First Aid Ability to be courteous and tactful with the general public Ability to communicate effectively orally and in writing Ability to interpret and implement policies and procedure Ability to work independently with initiative and judgment Ability to coordinate various activities Ability to establish and maintain effective working relationships with employees, supervisors, other agencies,

participants, instructors, and community leaders

Special requirement: Valid UAE driving license Audio-visual equipment of all kinds; Personal computer, printer, calculator Copy and fax machine, phone common hard tools such as screwdriver, hammer, saw, drill, high ladders, platforms,

light panels, dimmer boards, sound amplifiers and mixer boards

HR Tips - Recruitment

First, check that you have considered other options, such as internal promotion, secondments, re-structuring and retraining.

Prepare a job specification outlining the key features of the job, and a person specification that identifies the knowledge, skills and attributes that are essential and desirable.

Ensure your advert reflects your job and person specs. Over-selling could lead to problems later. Use it as a chance to promote the image of your business.

Ensure the name of your organization appears in all recruitment advertisements, on any answerphone message that invites potential applicants to leave details and on any website used to collect personal data via online application forms.'>

Consider the full range of advertising options, from the job centre to the national press. Ask your advertising agency for advice on publications that will reach the right audience.

If you wish your organization to remain anonymous by using a recruitment agency, you may do so in the early recruitment stages, but must either then disclose your details to the applicants, or ensure the applicants’ details are given to you by the agency on an anonymous basis until you are willing to disclose your identity.

Screen applications based on your person spec, and keep clear written records of your decisions - you may need them if an applicant complains of discrimination.

Interviews are important but not very objective. Consider using psychometric tests, work samples or assessment centers to give you more valid data.

Plan your interviews carefully - e.g. book a suitable room, and ensure that you will be free from interruptions. Agree a set of questions before hand and make sure they are relevant - check against your job and person specs.

When interviewing, make sure you record only data and information that is relevant and necessary for the

recruitment process, i.e. that is relevant to the job and person specification.

Remember that job applicants are entitled to have access to all interview notes that you record and retain.

Advise candidates of the recruitment process and time scales.

Make sure your whole process is fair and accessible so that it complies with relevant equal opportunities and data protection legislation.

Ensure that personal data obtained during the recruitment process is securely stored or destroyed.

Establish and adhere to retention periods for recruitment records that are based on a clear business need.

Evaluate your process by asking both successful and unsuccessful candidates for their views, and monitoring the turnover of recruits within their first year of employment.

Ensure that any offers of employment are conditional on the receipt of satisfactory references and confirmation of the individuals’ medical fitness.