Division Coordinator

Job description / Role

This role is mainly responsible for providing general administration and basic human resources transactional activities across the division while ensuring high level of coordination is executed among employees and management of the division. This includes coordination on the employee life cycle activities starting with overall recruitment up to Exit and including but not limited to managing employee accommodation and ensuring heath certificates, RPs are processed and renewed on time.

Responsibilities
• Prepare Request for Employment (RFE) through coordination with recruitment team, HRBP and hiring managers to complete documents and submit for approvals and further processing.
• Fill in the HR forms (New employee advances, Request for Change Form, Business Trip, etc) and complete required attachments for all required requests and have them signed according to the ICT matrix
• Prepare the Consulting Agreement through coordination with the Hiring Manager, Division General Manager and HO-Legal Department.
• Thorough Checking/validation for all documents related to HR/Admin requests prior sending for further processing.
• Conduct Reference checks on applicants, should they are short listed up to grade 12 if they are not referred by a Recruitment Agency.
• Work closely with recruitment team to collect signed Offer Letters and other related documents for visa application (work visa/change of sponsorship/borrowing of service/labor permit)
• Ensure relevant department heads are aligned with the new employees' joining dates.
• Work closely with the recruitment team/hiring manager on organizing the travel arrangements and accommodation for the overseas candidates.
• Ensure that all new hire orientation and training requirements area accomplished with the prescribed time frames.
• Responsible for monitoring division employees' leave schedule
• Responsible for monitoring Grade 99 contract expiry and leave balance
• Coordinate employee insurance, medical card renewals and Hamad health card with Head Office - HR & Admin
• Maintain employees record file at the Division level
• Responsible for booking logistics of Overseas Training for the employees of the division
• Facilitate the Exit process with the support of Finance and IT
• Facilitate the RP cancellation process with the support of Admin Team
• Assist employees with regards to HCM queries and errors
• Collate probationary report for staff completing 3/6 months period

Requirements

Requirements:
• Bachelor's degree or any business related courses
• Minimum 2 years of experience in HR or similar work experience
• Good communication skills
• Able to establish and maintain healthy working relationships with people in course of work Well-presented and able to communicate at all levels in the organization
• Ability to multi-task and work independently
• Strong level of influence and negotiation skills

About the Company

The Ali Bin Ali Group is a privately owned company with a heritage that dates back to 1945. Our roots began with a vision to provide quality international products and services to the people of Qatar. Today our Group is one of the largest retail and distribution companies in Qatar. We are also proud to say we have a long-standing reputation for building successful partnerships with the world's leading brands across a diverse range of business activities. This success is born out of our unwavering commitment to the long-term development and strategic growth of not just our Group but also that of our partners.

Our knowledge of the market is unrivaled. That is what keeps us ahead in an environment of phenomenal growth in Qatar. The Ali Bin Ali Group has evolved and grown in response to Qatar's diversifying requirements.

As a Group, we thrive on innovation, which is the key to our consistent market share results and achievement awards. The Ali Bin Ali Group operations are currently local but our standards are International. Our partners and competitors credit us with an impeccable reputation and with excellent public and private sector relationships. But from our perspective our most important affirmation comes from customer satisfaction across each of our Group's business divisions.