* Legal, HR & Admin

Processes

Applied On: All Internal & External Projects

* If any legal procedure revised from authorized entities update accordingly

* Coverage's
 Hiring Staff
 Documentations
 Database management
 Sponsorship
 Renewals
 Exit Re Entry / Vacations
 General Requisites
 Warnings / Issue investigation
 Firing Staff
 Approvals Procedures
 Netaqat System
 Annually Announcements / Notifications
 * Hiring Staff
Candidate confirmed from
Client

1) Validation of Iqama
2) Transferable Iqama
3) Legally meet Job offer
Account Manager 4) Willing to register in GOSI
5) Notice Period
6) Family status
7) Valid Bank Details

Check
Legally

1) Approved from Business

Head
1) Share valid reason to 2) Share Employee Form
Business Head for 3) Give Offer
rejection 4) Make file for hired Staff
2) Let them to hire new
candidates
* Documentation
 Mandatory for each staff working under any project have Hard form document files includes
(Employee form, ID picture, offer letter, contract, any other document etc.)
 Mean time record details in Soft form as well for easy to access data

Employee
Hired Prepare File
Record in File
Employees
cabinet

Manage Employee
Database Record in Soft
File cabinet
*Database management
 Record hired staff details promptly without any delay.
 Keep HR database format simple to get relevant precise information and search easily.
 Always do backup this HR Database in Official backup drive or Cloud drive.
 Up to date with entries which are being changed due to requirements (nature of work).
 * Sponsorship
Parent sponsor transfer requirement:
1) Medical test Client Approval
2) Letter from parent sponsor
3) Attestation from district, police,
chamber (for chamber parent sponsor
1) General Application Form
letter head and sign stamp needed)
approved by Business Head
4) Passport with two blue background
2) Check Quota (Saudi VS Expat)
pictures. Account Manager 3) Check what type of sponsorship
5) Original Iqama (Optional)
transfer (Direct Company to
6) Then Visit Jawazat Office.
Company transfer or Parent
sponsorship)
Company sponsor transfer requirement: 4) According to type get all
1) Legally clearance screening by HR documents.
2) From Iqama number get as much as 5) Get employee performance
information from online ministries remarks from Business Head
portals
3) Application form submit to Client and Legal Checks
Account manager.
4) Then generate request from system
Cou
r n t gr
a lle eat
t sm er SAUDI count greater than
un
Co EXPAT:
1) Propose to Hire Saudi 1) Proceed sponsorship
resource to take request by giving proper
sponsorship. deadlines
2) Or pay monthly quota 2) Share costing with
until resource working account dept. to pay
with us. relevant fees
3) Update Employee file
 * Renewals
Client Approval

Business Head & Account Business Head Approval required

Manager to proceed

Check Data Base:

1) Which employees Iqama
will expire after 30 days.
2) Share their details with
Saddad Number, expiry
date to Business Head &
Account manager Processing

1) Share costing with

account dept. to pay
relevant fees
2) Renew Iqama from
Muqeem System
3) Update database file
*Exit Re Entry / Vacations
Employee Vacation Form

Make sure Every Employee

close his annual leave within
year.
Keep track and chase Client Approval
Business Heads.
If any one about complete
year and not gone for
vacation. Void that year
vacation without any
compensate (until any Business Head & Account Business Head Approval required
business needs) Manager to proceed

cy
gen Checks &
er processing
Em

1) Validate Vacation request

Approval from Client and 2) Make Sure Handover done
Business Head Must to Backup employee
3) Update employee
database
 *General Requisites
General Request from
Employee

Client Approval

Business Head & Account Business Head Approval required

Manager to proceed

Checks &
processing

1) Validate purpose of
request
Reject if request is invalid
2) Proceed and if any cost
and request creating any
required to pay forward
liabilities of employee on
to Accounts department.
Company
*Warnings/Issue investigation
Client Approval with proper
Evidences

Business Head & Account Business Head Approval required

Manager to proceed

Checks &
processing

1) If evidences and not valid

to issue warning update
1) If evidences are valid, issue
account manager and let
warning and do proper
them to share more details
tracking documentation
if they have otherwise
2) Make sure do action
reject
without any favor
2) Investigate between
3) Update Employee database
resource and reporting
manager to get out more
details point out whom
have mistake.
3) Make sure do action
without any favor
 *Firing Staff
Client Approval with proper
Reason

Business Head & Account Business Head Approval required

Manager to proceed

Checks &
processing

1) Firing staff with out follow

any legal terms as per the
1) If evidences are valid, issue
contracts. Revert back to
warning and do proper
account manager and give
tracking documentation
whole details.
2) Make sure do action legally
2) Once firing request come
without any favor
give whole information
3) If have any contract closing
relevant fired resource to
amount and End of service
Business Heads and
share with accounts
account managers
department
4) Update Employee database
 *Approvals Procedures
Client Approvals

Business Head Business Head Approval required

to proceed

HR Action

1) Positive as accepted to
do
1) Negative need reason for
not to do

Make Sure request should be

received in relevant Forms
and by official mails to print
out and make record
*Netaqat System
Monthly share each project Netaqat graph to Business head and share legal status where they are
right now. What are required to do things legal request easily.
*Annually Announcements /
Notifications
 Mark Dates on calendar for upcoming events and holidays from Government.
 Plan dates for staff indoor and outdoor activity / events.
 Notifications on Office environment & premises discipline.
 Weekly or monthly new laws, news relevant to our Business
* Thank You