HR Coordinator

Job Summary

Recruitment & Deployment

• Prepare offer letters for the selected applicants
• Liaise with the applicants on completing the necessary documents required for processing their labour approvals and visas – Ensure passport validity is checked
• Liaise with the applicants on completing the recruitment documents
• Ensure relevant staff documents are scanned and placed on the sharing folder / HRMS
• Liaise with GROs for processing the staffs labour approvals and visas
• Update the applicants and operations with the labour approval/ and visa processing status
• Arrange the applicants’ medical check and Emirates ID for visa processing and process any financial requests/updates related to the medical examinations
• Forward all visa related documents to the applicants and update operations in order for them to start the deployment
• Arrange medical insurance cards for employees once they have been deployed or as per HAAD requirement
• Ensure all new employees’ information are maintained and updated in the HRM system
• Ensure all employees’ documents are filled and uploaded to the relevant folders and/or systems

Visa / Passport Renewal

• Run monthly reports on the visa and passport expiration dates of the staff two months in advance and inform the staff, relevant teams, departments and clients (if required)
• Follow up with the staff regarding the renewal of their passports within the time frame
• Ensure that the staffs are provided with the original or copy of the renewed passport (as per the agreement with the clients.), Passports must be filed and scanned copies of them have to be maintained in the HRMS system
• Ensure all the documents required for the visa renewals are collected from the staff and uploaded onto the Sharing Folder/ HRM system – Ensure passport validity is checked
• Submit all the documents to the GROs to process the visa renewals at least three weeks before the expiration dates
• Follow up with GRO’s regarding the renewed visas and labour cards
• Ensure that the staffs are constantly updated throughout the visas and labour cards renewal process
• Notify the staff once the renewals are completed and the documents have been received,; provide the staff with copies of their renewed documents (upload scanned copied onto the Sharing Folder/ HRM system)

Queries, Complaints and Updates

• Log and respond to all the queries and complaints made by the staff through the relevant system or HRM system, and to ensure that prompt follow ups and actions are taken while updating the staff during the whole process.
• Log all queries and complaints receive from the staff in the grievance system
• Respond to the staff with the grievance number for any future follow ups
• Liaise with different teams regarding the queries and complaints received, and ensure that prompt responses are provided to the staff
• Escalate unresolved issues within 48 hours or less depending on the level of importance
• Ensure email updates are sent to the staff throughout the whole process
• Update the grievances system with all the information until the case is closed
• Run daily, weekly and monthly reports to follow up on the pending grievances and ensure actions are being taken accordingly
• Continued follow ups are done to provide all the details needed and to ensure all staff queries are answered promptly Database and Files Maintenance
• Ensure all the staff information are updated promptly in the HRM system
• Ensure all the requests received are updated in HRM system when required
• Conduct a monthly data cleansing to the HRM system to ensure all the information are updated correctly and edited when needed
• Update the relevant log sheets when needed
• Ensure that all the staff files are maintained, checked and updated regularly and all the relevant documents are valid – ensure soft copies are maintained in the HRM system.

Required Skills

The candidate would ideally have experience in blue collar Manpower Supply and Labour camps.

• Proven experience as an HR coordinator or relevant human resources/administrative position
• Knowledge of human resources processes and best practices
• Strong ability in using MS Office
• Experience with HR databases
• Outstanding communication and interpersonal skills
• Ability to handle data with confidentiality
• Good organizational and time management skills
• BSc/BA in Business Administration or relevant field; additional education in Human Resource Management will be a plus

• Company: Albinora Consulting FZE
• Employment Type: Full Time
• Job Type: HR