Job Summary The Personnel Clerk is responsible for supporting day-to-day personnel administration activities, including employee file management, hiring documentation, employment contracts, attendance and leave records, social insurance procedures, and employee documentation, ensuring accurate recordkeeping and compliance with company policies and applicable Egyptian labor laws under the supervision of the Personnel Supervisor or HR Manager. Duties and Responsibilities 1. Personnel Administration & Employee Files • Maintain accurate, complete, and up-to-date employee personnel files and records. • Prepare, review, and organize hiring documents and employment contracts. • Collect and verify the required documents for new hires. • Update employee records regarding personal information, job titles, salaries, transfers, promotions, and employment status changes. • Prepare personnel letters, employment certificates, and other HR-related documents as required. • Maintain proper filing systems for physical and electronic personnel documents. • Ensure the confidentiality and security of employee information. 2. Hiring & Onboarding Procedures • Coordinate personnel documentation and administrative procedures for new employees. • Follow up on the completion of hiring documents and required approvals. • Prepare employee files and ensure all required documents are available before completing the hiring process. • Coordinate employee registration and required documentation with the relevant internal departments. • Support the completion of social insurance, medical insurance, and life insurance procedures, as applicable. • Assist in introducing new employees to relevant HR procedures, policies, and administrative requirements. 3. Attendance, Leave & Employee Records • Maintain and update employee attendance, leave, and absence records. • Collect and review attendance reports and coordinate with the responsible departments to resolve discrepancies. • Record approved leaves, unpaid leave, and other employee status changes. • Prepare attendance and leave reports and submit them to the relevant department. • Provide accurate personnel and attendance information to the Payroll Department to support monthly payroll processing. 4. Social Insurance & Labor Law Compliance • Prepare and follow up on employee social insurance documentation and related administrative procedures. • Assist in processing employee appointments, terminations, and other required personnel transactions with the relevant authorities. • Maintain records of employee registrations, amendments, and termination procedures, as applicable. • Follow up on required employment documentation and statutory records. • Ensure personnel procedures comply with applicable Egyptian labor laws, social insurance regulations, and company policies. • Support the preparation of personnel documents required for inspections and audits. 5. Employee Services & Reporting • Respond to employee inquiries regarding personnel documents, employment certificates, leave records, and administrative procedures. • Prepare periodic personnel reports and employee data summaries. • Update employee information in HRMS/ERP systems and personnel databases. • Support the preparation of employee clearance documents and final personnel paperwork upon termination. • Coordinate with HR, Payroll, and other departments to ensure accurate and timely personnel administration. Authority for This Role • Review personnel documents for completeness and accuracy. • Request missing documents or additional information from employees and relevant departments. • Update employee records based on approved and documented changes. • Follow up on personnel procedures with authorized internal departments and external authorities. • Identify and report discrepancies or compliance issues to the direct supervisor. The Personnel Clerk is not authorized to approve employment contracts, employee status changes, or official personnel decisions unless formally delegated. Qualifications & Skills • Education: Bachelor's degree in Business Administration, Human Resources, or a related field. • Certification: HR or Personnel Administration diploma is an advantage. • Years of Experience: 1–3 years of experience in personnel administration or HR operations. • Software: Good knowledge of MS Office, HRMS, and personnel management systems. • Technical Knowledge: Familiarity with personnel files, employment contracts, hiring and termination procedures, attendance records, and social insurance documentation. • Regulatory Knowledge: Basic knowledge of Egyptian labor law and social insurance regulations. • Communication Skills: Good communication and coordination skills. • Personal Skills: Attention to detail, confidentiality, organization, time management, accuracy, and problem-solving abilities.