Administration Policies, Procedures & SOPs
1. Administration Policies
1.1 General Administration Policy
Operational Efficiency & Compliance:
The Administration Department is responsible for ensuring seamless office operations, workforce logistics, and regulatory compliance in alignment with Saudi Arabian labor laws and corporate governance standards.
Maintain administrative support systems for all departments, including HR, Finance, Procurement, and Project Management.
Facility & Asset Management:
Oversee office spaces, labor camps, and corporate facilities to ensure compliance with Saudi Building Codes, fire safety regulations, and labor accommodation standards.
Implement maintenance schedules for office equipment, fleet management, and physical assets.
Ethics & Corporate Governance:
Ensure transparent documentation and compliance with Saudi Arabian corporate governance policies.
Protect employee rights and ensure all administrative processes adhere to Saudi labor laws and Saudization (Nitaqat) requirements.
1.2 HR & Workforce Administration Policy
Employee Records & Documentation:
Maintain updated employee records in accordance with Saudi Ministry of Human Resources & Social Development (HRSD) requirements.
Store contracts, performance appraisals, training records, and attendance logs securely.
Workforce Logistics & Accommodation:
Ensure worker accommodations meet Saudi labor camp regulations and PIF mega project standards.
Manage employee transportation, visas, and residence permit renewals (Iqama processing) in compliance with Saudi immigration laws.
Leave & Attendance Management:
Implement a biometric or digital attendance tracking system.
Ensure compliance with Saudi labor law leave policies, including sick leave, annual leave, and emergency leave provisions.
1.3 Compliance & Regulatory Policy
Legal & Governmental Compliance:
Adhere to Saudi General Organization for Social Insurance (GOSI) regulations, labor laws, and occupational safety requirements.
Ensure administrative procedures comply with the Saudi Labor Law and Public Procurement Regulations.
Data Protection & Confidentiality:
Implement security protocols to protect employee data and corporate information.
Ensure compliance with Saudi cybersecurity laws and the National Cybersecurity Authority (NCA) guidelines.
1.4 Office & Facility Management Policy
Procurement & Office Supplies Management:
Standardize procurement procedures for office supplies, IT infrastructure, and administrative resources.
Maintain vendor relationships and ensure cost-effective procurement strategies.
Facility Maintenance & Safety Compliance:
Ensure all office premises and staff accommodations comply with Saudi Civil Defense safety regulations.
Implement regular health, safety, and environment (HSE) inspections.
Sustainability & Digital Transformation:
Promote eco-friendly office initiatives and paperless documentation processes.
Implement ERP systems for digital records management and workflow automation.
2. Administration Procedures
2.1 Workforce Documentation & Payroll Procedure
Employee Onboarding & Documentation:
Collect and verify employee documents (passports, work visas, Iqama, contracts).
Register employees with GOSI and health insurance providers.
Payroll Processing & Compliance:
Ensure payroll processing aligns with Saudi Wage Protection System (WPS).
Maintain transparency in salary disbursement, overtime calculations, and end-of-service benefits.
2.2 Office Facility & Asset Management Procedure
Facility Maintenance & Safety Checks:
Conduct scheduled facility inspections for compliance with Saudi construction safety standards.
Ensure proper maintenance of office IT systems, HVAC, and security systems.
Vendor & Service Provider Management:
Maintain a pre-approved vendor list for facility maintenance, utilities, and office supplies.
Conduct vendor evaluations to ensure adherence to service level agreements (SLAs).
2.3 Administrative Compliance & Audit Procedure
Regulatory Filings & Government Approvals:
Maintain updated records for commercial registrations, tax filings (Zakat, VAT), and chamber of commerce renewals.
Coordinate with legal teams for contract approvals and compliance audits.
Internal Administrative Audits:
Conduct periodic audits to ensure adherence to internal policies and Saudi regulatory frameworks.
Implement corrective action plans for non-compliance issues.
3. Standard Operating Procedures (SOPs)
3.1 SOP for Employee Onboarding & Documentation
Objective: To ensure new hires are onboarded efficiently and in compliance with Saudi labor laws.
Procedure:
Verify and collect employee documents (passport, visa, academic certificates, medical records).
Register employee with GOSI, WPS, and mandatory health insurance providers.
Issue corporate ID, system access credentials, and orientation schedule.
Conduct safety briefing and assign HR representative for support.
3.2 SOP for Facility Maintenance & Safety Compliance
Objective: To ensure BEC Arabia’s offices and facilities remain compliant with Saudi Civil Defense and HSE standards.
Procedure:
Conduct monthly inspections for fire safety, electrical systems, and sanitation.
Ensure compliance with Saudi Occupational Safety & Health (OSH) standards.
Maintain an emergency response plan and evacuation drills.
Document all maintenance activities and retain compliance certificates.
3.3 SOP for Payroll & Salary Disbursement
Objective: To ensure timely and compliant salary processing in line with Saudi Wage Protection System (WPS).
Procedure:
Collect attendance and overtime records.
Calculate salary, deductions (GOSI, Zakat, VAT where applicable), and bonuses.
Secure approvals from finance and senior management.
Disburse salaries via WPS-approved banking channels.
Issue digital pay slips and retain payroll records for audit purposes.
Conclusion: The Administration Department at BEC Arabia plays a critical role in ensuring operational efficiency, regulatory compliance, and workforce support across all company divisions. By implementing structured policies, procedures, and SOPs, the department upholds governance, enhances productivity, and aligns with Saudi Vision 2030 objectives for organizational excellence.
By institutionalizing these processes, BEC Arabia ensures: ✅ Efficient workforce management and Saudization compliance. ✅ Regulatory adherence to labor laws, facility management, and payroll systems. ✅ Risk mitigation through structured compliance and governance frameworks. ✅ Sustainable office operations through digital transformation initiatives.
The Administration Department remains committed to supporting BEC Arabia’s leadership in the Saudi construction industry through structured, transparent, and efficient administrative processes.
Last updated
Was this helpful?