HR Coordinator

Job description / Role

MAIN PURPOSE: The HR Coordinator handles the administrative aspect of the HR Department and provides support in the department’s functional areas, which include recruitment and employment, employee records, employee relations and benefits administration.

KEY RESPONSIBILITIES

Onboarding of New Employee
• Prepare employment contract of selected candidates
• Initiate and monitor pre-employment screening of selected candidates
• Communicate visa requirements to new employee upon acceptance of offer
• Coordinate visa application with PROs upon receipt of complete requirements
• Upon receipt of visa, communicate and confirm joining date of new employee to respective manager
• Prepare all necessary arrangements before arrival of new employee (if applicable), i.e. flight, temporary accommodation, airport pick-up, orientation book.
• Request settling in-allowance and accommodation cheque for new employee (if applicable).

Exit Process for Leavers
• Communicate exit process to employee one month upon receipt of resignation letter
• Send clearance form to service delivery departments for terminated employees not serving notice period upon receipt of termination letter
• Coordinate with PRO for cancellation/transfer of visa of leaving employee
• Prepare draft calculation of final settlement for payroll processing
• Prepare EOSB documents for surrender submission to Zurich
• Request release of final payment once clearance of leaving employee is confirmed
• Follow-up new visa for employees staying and transferring to new job in UAE and requests release of visa deposit

Health and Life Insurance
• Add new joiners to health and life insurance
• Cancel health and life insurance membership of leaving employees
• Collect requirements and add employees’ dependents to health insurance

EOSB and Pension Payment
• Prepare new joiners file and upload file in Zurich International Online every first week of the month
• Prepare file for UAE Pension Fund payment to be sent to Finance for payment processing
• Request payment transfer to Finance for Bahrain Pension Fund

Payroll and Reach
• Prepare employee file checklist of new joiners for payroll
• Provide list of employees eligible for annual ticket payment every month for payroll processing
• Upload announcement on Reach, such as birthdays, promotions, news, changes, staff sales, etc.

General administrative tasks
• Prepare requested letters
• Prepare and maintain HR employee files
• Check and process staff purchase submitted by employees
• Create NSI profile for new employees
• Coordinate and prepare documents for monthly Richemont Orientation
• Send probation forms to managers to be completed for new employees
• Send notification and list of requirements to employees for the renewal of their visa and work permit
• Maintain Employee Visa and Work Permit List
• Respond to employees’ inquiries regarding policies, procedures and programs
• Check and provide initial approval of invoices in SAP VIM
• Ad hoc requests from HR team

Requirements

• Good standard of education including Level 2 literacy and numeracy, or equivalent;
• Certificate in Personnel Practice
• Ability to work with limited supervision, to make decisions and work on own initiative.
• Ability to demonstrate strong IT skills, including the use of in-house databases and the Microsoft Office applications
• Effective communication skills, in order to deal tactfully and sensitively with people at all levels.
• Excellent listening skills
• Good organizational and interpersonal skills
• Ability to establish and maintain good working relationships with a wide range of people
• Ability to work as part of a team
• Ability to operate within tight deadlines and manage a number of work activities at any one time
• Re-prioritise work with minimum warning
• Flexibility and the ability to establish personal priorities
• Exercising good judgment
• Customer focused
• Attention to detail
• Process driven

About the Company

Transguard Workforce Solutions delivers Professional Contract Staffing (also known as Employee Outsourcing) within the UAE.

Our Workforce Solutions include:

• Delivering Sourcing and Recruitment Solutions for Clients in need of identifying Contract or temporary Staff.

• Providing a complete end to end Staffing Solution which includes Visa Sponsorship, HR Management, Employee Welfare & Payroll Services.

• Transitioning Contract Staff from other staffing providers to Transguard while remaining compliant with UAE Labour and Immigration Laws.

Transguard Workforce Solutions currently employ over 2000+ Staff from over 70 different nationalities. Across the Group, we payroll over 70,000 employees monthly.