About the position

As a key member of the HR team this role will be expected to actively partner with the Managing Director for the Middle East countries (mainly UAE, Oman, Bahrain, Qatar) and the leadership team, providing advice and delivering value-add interventions in all areas of HR.
The role is to support the HR department by performing operational administrative tasks as well as respond to basic HR issues and inquiries. Administrative activities include, but are not limited to managing of employee files, submitting new hire and change information to HRMS and payroll, drafting employee contracts and change letters, processing of time/sickness/absence, organising onboarding sessions and support with the recruitment process.
First point of contact for questions/problems of employee and/or managers in HR related matters.

Decision Making Authority

Resourcing & Talent Planning:
• Responsible to assist the line manager recruiting all positions.
• Publish the job ads into relevant recruitment channels.
• Screen applications for each published job ad, present relevant applications to Hiring Manager
• Schedule interviews of shortlisted candidates with hiring manager
• Connect hiring manager to recruitment agency point of contact if we have recruitment cost approved

Learning & Talent Development:
• Conducts induction program with all new hires

Performance & Reward Management:
• Encourage & train all staff to use the Performance Management Tool

HR Administration:
• Prepare Employment Offers for new hires
• Liaise with visa vendors for employee visas
• Register new hire and dependents with Medical Insurance / or deregister if departure
• Liaise and follow up with payroll/visa service provider for obtaining new or renewing expatriates work permits and their family residence permits
• Complete Form 2 & 3 to create employee IDs then forward to line manager
• Complete form 5 for each leaver
• Complete form 4 for each change in employment terms/client/title/grade
• Prepares Payroll variables on Monthly basis
• Prepares annual leaves report manually and keeps them updated
• Maintain Employee Files for Audit check
• Medical Insurance Invoices payment follow up, completion of payment form, follow up on timely payment to avoid suspension
• Payroll/visa provider invoices follow up, completion of payment form, follow up on timely payment to avoid suspension

Service Delivery & Information HRIS:
• Manage HR inputs for SAGE data
• Improve use of E-Recruitment portals
• Manages creation of PS codes for staff expenses processing
• Expert user of current Performance Management System, trains line managers and staff Expert user of employee self-service & manager self-service, trains line managers and staff

Delivering Change:
• Provide support and expertise to the senior team to deliver effective organisational change using a range of external and internal resources.

Employee Engagement:
• Encourages staff to complete the engagement survey
• Lead on communication, improvements to be made and strengths to build on from the outputs of employee engagement activities.

Human Resources:
• Take ownership of ER cases and other areas where HR expertise is required to minimise risk to the region.
• Ensure that managers have the tools and access to advice needed to effectively manage the performance of their employees.
• Identify and mitigate major risks.
• Be visible in order for managers to have easy access to assist with employee challenges or concerns.
• Act as the employment legal expert and provide timely advice on matters, following-up with managers to make sure their intervention has been successful and to offer any further assistance needed.
• Act as a mediation or escalation point in disputes or formal proceedings.
• Create a culture of excellence and best practice which is clearly visible through the outputs of the team.
• Translate business and HR trends to facilitate sound business decisions
• Complete monthly payroll
• Any other related to the position task as assigned by the Line Manager

Experience / Education
• Bachelor’s degree in Business Administration or a related field (preferred).
• Minimum 05 years of HR experience in an outsourcing or facilities management company.
• Familiarity with visa processing, labour laws & HR support functions.

Skills and Knowledge
• Advanced Computer literacy (Teams, MS Office – Excel Advanced, Word, PowerPoint) and digital tracking systems
• Administration skills
• Strong People Management skills and experience
• Strong organizational and time management skills
• Proactive, detail-oriented, and solution-driven
• Ability to multitask in a fast-paced environment
• Discreet and professional with confidential information
• Ability to comprehend, analyze and interpret business related documents and offer strong business solutions to clients.
• Excellent written and verbal communication, interpersonal, consultative and exceptional customer service skills and the ability to problem solve.
• Ability to effectively respond to sensitive issues, complex inquiries or complaints from clients, co-workers, supervisor and/or management.
• Ability to make effective presentations on general topics to an internal department, large group of employees, clients and/or management. Ability to motivate employees and client groups to take desired action.
• Prior experience in a facilities or FM-supported environment is highly desirable.
• Client structures (cost centres / company)

Behavioral Competencies
• Problem solving & decision making, Team leadership, Financial and Business Acumen, Applied Strategic Planning, Analytical thinking, Communication

Interface / Relationships With
• Internal: Procurement, IT, Finance Head Office, Commercial Director, various on-site departments / functions, on-site clients (various departments)
• External: Client, Service providers, auditors (internal and external)

Working environment / Special factors
• The incumbent will be based on a client site in an office environment.
• Normal working hours will apply as per business requirement.