Coordinator-HR Shared Services

We are currently recruiting for a Coordinator to join our Group HR team in our Al Quoz HR office located in Dubai.

Scope:

Responsible for providing support to the HR Shared Services team with efficient management of day-to-day processes. This includes but is not limited to processes for medical insurance administration, Occupational Health card management, airside pass management, travel and absence management, document control, Arabic Letters, Transguard IDs, GRO scheduling and appointments, monitoring of police and immigration cases, Arabic translations, and flight ticket processing functions. This role also includes effectively communicating with other teams and departments, as well as entities both internal and external to the organization. The role has visibility to confidential data and is expected to maintain confidentiality around sensitive information.

Responsibilities:

Financial

• Submit flight bookings and airfare recharges in accordance with the company policy.

• Submit applications to the respective authorities for the processing of residence visas and job requirements.

• Reconcile expenses incurred for the applications and submit the Purchase Requisitions and Goods Received notes to assist in payments to the suppliers.

Customer

• Communicate flight details with the employee within a timely manner.

• Generate and distribute the documents requested by the employees promptly.

• Communicate with the stakeholders about any delays in service in advance to avoid any inconveniences.

• Communicate any pending tasks that impact the applications with the stakeholders.

Process

• Update application and any certificates/documents details on Oracle whilst maintaining accuracy.

• Submit monthly reports to the manager for analysis.

• Obtain email approvals from the Senior Manager prior to processing the PR.

• Maintain confidentiality around sensitive information.

• Report any errors or discrepancies to the Manager immediately and propose solutions to rectify the errors.

Innovation

• Create or modify processes for better efficiency.

• Propose ideas to Manager to streamline processes.

Selection Criteria:

• Minimum 1 or 2 years of experience required in data entry management and document control.

• The minimum educational requirements are a Bachelor’s degree.

• Proficient in Excel.

• EPT (English proficiency) level 3.

• A time-oriented approach to handling queries and tasks.