Human Resources & Employee Records
Human Resources & Employee Records
1. Human Resources Policies
1.1 General HR Policy
Workforce Management & Compliance:
Ensure HR policies align with Saudi labor laws and BEC Arabia’s strategic goals.
Establish a fair and transparent work environment promoting equal opportunities.
Employee Rights & Code of Conduct:
Maintain a professional workplace free from discrimination and harassment.
Ensure all employees adhere to company policies, ethics, and business integrity.
Saudization (Nitaqat Program):
Ensure compliance with Saudization requirements and employment quotas.
Prioritize hiring and training Saudi nationals to meet government localization objectives.
1.2 Recruitment & Talent Acquisition Policy
Hiring Strategy & Workforce Planning:
Develop workforce plans based on company needs and project requirements.
Implement structured recruitment processes for sourcing, interviewing, and onboarding.
Selection & Hiring Process:
Conduct background checks, skill assessments, and reference verifications.
Ensure recruitment aligns with BEC Arabia’s diversity, inclusion, and Saudization goals.
Onboarding & Probation Policy:
Provide new employees with structured orientation and job-specific training.
Monitor probation period performance and provide timely feedback.
1.3 Employee Performance & Development Policy
Performance Evaluation:
Implement a structured annual performance appraisal system.
Link performance outcomes to rewards, promotions, and training opportunities.
Training & Career Development:
Offer professional development programs and leadership training.
Encourage employees to enhance skills through internal and external courses.
Recognition & Rewards:
Establish incentive programs for high performers.
Ensure fair and transparent salary increments and promotions.
1.4 Compensation & Benefits Policy
Salary Structure & Payroll Management:
Maintain a competitive salary structure aligned with industry benchmarks.
Ensure timely payroll processing and adherence to wage regulations.
Employee Benefits & Allowances:
Provide comprehensive medical insurance, housing, and transportation benefits.
Offer additional allowances based on job roles and responsibilities.
End-of-Service & Gratuity Payments:
Ensure proper calculation and disbursement of end-of-service benefits.
Adhere to Saudi labor law regarding gratuity payments and exit formalities.
1.5 Employee Relations & Workplace Policies
Disciplinary & Grievance Handling:
Establish fair grievance resolution mechanisms and conflict management procedures.
Implement disciplinary actions in accordance with labor laws and company policies.
Workplace Safety & Compliance:
Enforce workplace safety policies in line with Saudi regulations and company standards.
Promote a safe and inclusive work environment for all employees.
Leave & Attendance Management:
Define policies for annual leave, sick leave, and emergency leave.
Implement biometric attendance tracking and work-hour monitoring systems.
2. Employee Records Management Procedures
2.1 Employee Data Management Procedure
Employee File Maintenance:
Maintain a secure and up-to-date employee record system (digital & physical).
Store employment contracts, certifications, and legal documents as per company policy.
Data Privacy & Confidentiality:
Protect employee information from unauthorized access.
Ensure compliance with data protection regulations and company policies.
2.2 Payroll & Salary Processing Procedure
Payroll Calculation & Approval:
Process monthly salaries with accuracy, considering deductions and benefits.
Obtain necessary approvals before disbursing salaries.
WPS (Wage Protection System) Compliance:
Ensure salary disbursement follows WPS and Saudi labor law requirements.
Address payroll-related employee grievances promptly.
2.3 Employee Performance Review & Promotion Procedure
Annual Performance Appraisal:
Conduct structured evaluations using key performance indicators (KPIs).
Link appraisal outcomes to career growth and salary increments.
Promotion & Career Progression:
Identify high-potential employees for promotions and leadership roles.
Align promotions with business needs and employee skill development.
2.4 Employee Exit & Offboarding Procedure
Resignation & Termination:
Follow a clear process for employee resignation and termination.
Conduct exit interviews to gather feedback and ensure smooth offboarding.
Final Settlement & Clearance:
Process final salary, gratuity payments, and benefits clearance.
Ensure employees return company assets before exit approval.
3. Standard Operating Procedures (SOPs)
3.1 SOP for Employee Onboarding
Objective: To ensure a smooth and structured onboarding experience for new employees.
Procedure:
Verify employment contracts and required documents.
Conduct orientation covering company policies, workplace culture, and job roles.
Assign mentors or supervisors for initial guidance.
Set up system access, ID cards, and workstations.
Monitor performance during the probation period and provide feedback.
3.2 SOP for Employee Records Management
Objective: To maintain accurate and secure employee records in compliance with regulations.
Procedure:
Collect and store employment documents in HR database.
Ensure employee data updates (promotions, transfers, benefits changes) are recorded.
Grant access to authorized HR personnel only.
Conduct periodic audits to maintain data integrity and compliance.
3.3 SOP for Employee Disciplinary Actions
Objective: To establish a fair and structured process for handling employee misconduct.
Procedure:
Receive and document complaints or incidents.
Conduct investigations and interviews with involved parties.
Issue verbal or written warnings based on policy violations.
Implement corrective actions or escalate severe cases for termination review.
Maintain records of all disciplinary actions in the employee’s file.
3.4 SOP for Exit & Final Settlement
Objective: To ensure proper clearance and financial settlements for departing employees.
Procedure:
Receive resignation letter or termination notice.
Conduct exit interview and feedback session.
Process final salary, benefits, and end-of-service settlement.
Collect company assets (ID card, laptop, uniform, etc.).
Issue experience letter and final clearance approval.
Conclusion
The HR & Employee Records framework ensures that BEC Arabia maintains a structured, legally compliant, and employee-centric work environment. By implementing these policies, procedures, and SOPs, the HR Department ensures efficient workforce management, compliance with Saudi labor laws, and continuous employee development.
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