Onboarding Specialist

About the Role
Due to the continuing success and growth of our team, a fantastic opportunity has opened up in our award-winning Specialist Consultancy, Engineering and Advisory Firm. This role is responsible for coordinating and managing the end-to-end onboarding process for new employees, contributing towards employee satisfaction through effective onboarding processes, and completing tasks effectively within agreed timelines in line with the company’s HR policies and processes.

Responsibilities
Contract Generation

• Draft and generate employment contracts and offer letters in accordance with company policies and local labour laws.
• Ensure accuracy and consistency of contract details such as job titles, compensation, benefits, and reporting lines.
• Collaborate with Talent Acquisition (TA) and management to update employment contract templates and ensure compliance with relevant legislation.
• Ensure that the contract is supported with a job description.

Pre-onboarding

• Generate, seek approval and issue employment contracts for new hires identified by the TA team.
• Coordinate with new joiners for all employment-related documents, ensuring relevant documents are collected prior to the joining date.
• Send pre-joining emails to new joiners and arrange onboarding plans in coordination with the Line Manager and internal stakeholders (e.g., IT, HSE).
• Responsible for preparing an Onboarding schedule for Senior roles for their first three weeks in consultation with Line Managers and relevant Departments.
• Prepare and assist with the Onboarding kit, arranging the workstation, and coordinating with various stakeholders, including Admin and IT.
• Ensure the new starter checklist is updated before the joining date.
• Coordinate with the Travel team for flight and hotel bookings of overseas candidates.
• Coordinate with agencies (third party) for certificate attestation and visa purposes if relocating to UAE/KSA from another country.
• Coordinate with IT and other involved stakeholders on corporate emails creation, software requests and NetSuite licenses, ensuring the completion of all related pre-onboarding IT processes.
• Notify the Team, Line Managers and IT on the confirmed start date of candidates by blocking their calendars in advance.
• Assist in pre-employment processes (coordinate with Line Managers and other stakeholders to get relevant updates on the onboarding agenda and ensure all required tools are in place).

Onboarding / HR Correspondence

• Create employee profiles on the HRIS.
• Update progress of pre-joining and joining tasks completion status on MS Teams.
• Send weekly new joiner reports to the Marketing team for updates on HIVE.
• Send weekly onboarding reports to the Heads of Divisions.
• Maintain employee records and ensure all employment documents are saved in individual employee folders (e.g., employment contracts, addendums, job descriptions, passport copies, etc.).
• Assist the Head of HR and Director of Operations on various required onboarding requests and correspondence.
• Work together with the Head of HR on onboarding/HR templates, paperwork, and presentations/reports, ensuring accuracy and relevance.
• Process employees’ requests and provide relevant information and updates.
• Coordinate and confirm meeting rooms and calendar schedules.
• Collaborate with PRO on UAE employment visa processes for employees. Assist in providing the relevant documents and employment information to the PRO and support on other required travel arrangements for employees.
• Work proactively with other team members and the HR team based on required job responsibilities.
• Liaise with PRO regularly on visa progress in UAE and KSA.
• Ensure UAE Nationals are enrolled into the Pension scheme (GPSSA) within 30 days of joining.
• Enroll all new hires into the Unemployment Insurance Scheme (ILOE) and manage the annual renewals on the ILOE portal.
• Enroll all UAE new hires into the local medical scheme.
• Enroll new hires into BrightSafe, allocating appropriate onboarding training modules to their plan.
• Support in benefits administration for other global locations as required.

Ad-hoc Tasks

• Update HRIS on a regular basis (e.g., new hires, leavers, vacation, sick leaves, etc.).

Qualifications / Experience

• Bachelor’s degree in HR Management, Psychology, or equivalent academic qualification to carry out the role.
• Minimum 2-3 years of experience working in the Human Resources function, supporting a fast-growing business environment.
• Working experience in the UAE preferred.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint).

General Expectancy

• Moderate experience and proficiency in multiple competencies.
• Capable of handling tasks with supervision.

Competencies

• Leadership / Management Skills: Demonstrates the ability to manage or supervise tasks and incorporates mentor guidance.
• Communication / Collaboration: Engages in complex interactions and collaborates in team settings.
• Technical Knowledge / Expertise: Contributes to and learns from operational tasks and feedback from experienced colleagues.
• Creativity / Innovation: Participates in projects and contributes ideas that align with responsibilities.
• Stakeholder Focus / Relationship Building: Manages communications on tasks and projects with support from senior team members.
• Strategic Vision / Planning: Contributes to the corporate strategy and learns to prioritize tasks.