This week my training was in the Human Resources Planning Section and it was in different office, in the first day when I went there I met Mrs. Noora Al Kitbi the Head of the section who welcomed me and introduced me to her staff Shamsa and Kholood and already I know them because I met them in the Salaries and Allowance section. Then, Noora told me to sit with Shamsa and she will explain everything about the work process. Shamsa started explaining to me from the beginning about the Human Resources Department and she showed me the organization chart of the HR department which was in Arabic and I noticed that most of the letters and official documents are in Arabic, also she explained to me the tasks of the their section which are receiving the job application forms, appointment, annual requirements, Job evaluation, job descriptions, training, complains, internal and external transformation and termination. Shamsa explained to me in brief about each one of the tasks and she showed me a document which describes the process of the tasks in details. After that I helped her sorting out the job applications forms for military employment and entering their details in a table (Name Education Nationality and Mobile number) in order to send it to Dubai Police to verify that they don’t have crimes record or break the low. After receiving the list she will contact Lt. Colonel Rashid Director of Human Resources Department for approval and arrange a date and time for the interview. She also told me that they have to pass the fitness training in order to be recruited in the civil devence.
On Tuesday Kholood showed me how to enter new staff information step by step in the GRP system. She started entering new staff information in front of me to show me what fields are required to be filled in as not all of them are important. She also told me that we have to be careful and accuracy when entering the data because any mistake will make a problem for the staff in the future. Also, I learned a new think from her which is receiving the job application forms online through the department website under the link called “IRecruit” and she explained to me that she and Shamsa are responsible for receiving the application forms for military and civil online. She received some application forms in front of me to show me show me and after that she is checking if the applicant attached all the relevant document such as CV, certificates, Passport photocopy, etc,.. Then she will send the applicants SMS massages to their mobiles of approval or disapproval by using a special program web to SMS. She showed me some official messages which she is sending to the applicants to inform then if they are accepted or no and she saved them in a word document on the desktop and only she has to copy the message and past in the comment field and click send.
Moreover, Shamsa teach me how to Archive the documents by using a special program called “OmnScan” she showed me the stapes and it was very easy as after scanning all the documents we have to type the details for example if they are archiving new staff document they have to inter the staff personal details and it will save it automatically and she said that they are archiving all the documents in the same program to reduce the paper printing. Furthermore, Noora told me to help her and create a table of retired military staff with their personal details and she told me to get their personal details such as hiring date, DOB, Nationality and grade from Kholood and she was happy from my work because I finished the list quickly and on time.
I feel the time passed very quickly and I think that one week is not enough and I wish if it was more than one week because I think there are many thing that I can learn from this section, in addition to that they were nice to me and helpful and I learned a lot of thing from them.
I enhanced and learned the following skills:
Technical skills
Electronic Archiving skill
Receiving online Job Application forms
Communication skills
