HR Coordinator

Reporting structure

Reports to: Human Resources Manager

Direct Reportees: None

Job Summary and Purpose

Assist and support in planning and organizing the delivery of the HR department initiatives and KPIs in line with the organization’s overall strategy.

In addition, perform a wide range of administrative and office support activities for the HR department to facilitate the efficient operation of the department. 

Accountabilities

Key Accountabilities:

Analytical support:

1. Lead and oversee all Reporting and Documentations within HR department including Quarterly Performance Review, Board of Directors Update, HR Annual Report.
2. Conduct analysis and produce report on attrition, separation and Qatarization.
3. Conduct analysis on employees’ demographics, new joiners and provide structured reporting to HRM and Senior Management.

Coordination and HR Sections Support:

1. Contribute to the development of the HR department KPIs and Initiatives.
2. Track the progress of all HR Corporate & Departmental Initiatives & KPIs and ensure follow up with HR Heads on tasks/milestones completion.
3. Contribute to the process of updating and maintaining Job Descriptions in SuccessFactors system.
4. Prepare the HR budget in corporation with HR Heads, conduct a review of the proposed budget in comparison with last years budget and actual spending and get department Manager alignment and Chief approval.
5. Participate in the Implementation of the HR department related projects and assist in meeting projects’ deadlines across different HR sections.
6. Contribute to the enhancement of HR Services delivery and data integrity by review processes workflow and templates and suggest enhancements and improvements.
7. Act as a focal point for all HR Audits with Internal Audit, SHEQ and external Audits, and work with different HR Sections on findings/observations closure.
8. Act as focal point for the HR policies and procedures and ensure validity and availability on Nakilat’s Sharepoint.
9. Draft, prepare and review Arabic letters and contracts addressed to employees and/or governmental entities to support the HR Shared Services section.
10. Coordinate and support HR sections under the different joints Ventures.

Accountabilities - 2

Administrative Support: 

1. Provide administrative and secretarial support services to the HR department as required. This includes, coordinating and making meeting arrangements, travel arrangements, and correspondences.
2. Manage, screen and evaluate the reception, distribution, storage and security of all documentation relating to the HR department, and maintain an administration system that allows effective follow up and monitoring of documents.
3. Support the development, control and management of documents as per established procedures (i.e., request document numbers; ensure completed documents are appropriately filed, use the formal naming conventions and file structures, retrieve documents). 
4. Arrange and control office supplies for the HR department such as stationery, equipment, and accessories, 
5. Organize and maintain the HR manager calendar, and ensure that all meetings, interviews, duty trips are accurately planned/scheduled and advise the HR manager on of their daily program. 
6. Prepare for the HR department related meetings, through preparing meetings’ agenda, inviting participants, preparing required materials, arranging meeting rooms, attending meetings, drafting meetings’ minutest, and following up on items/tasks ...etc.
7. Act as a focal point for the HR department with the matters related to HR, IT, GS, supply…etc. 
8. Act as a safety role model to enhance safety culture within HR department and across Nakilat by contributing to the safety climate survey action plans and ensure all actions related to the department are implemented and followed.

Generic Accountabilities:

Safety, Health, Environment, & Quality (SHEQ): 

1. Adhere to all relevant SHEQ policies, procedures, instructions and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures: 

1. Follow all relevant departmental policies, processes and procedures so that work is carried out in a controlled and consistent manner.
2. Establish and maintain office administrative policies and procedures.

Others: 

1. Carry out any other duties as directed by the HR Manager. 

Qualifications, Experience and Job Skills

Qualifications: 

• Bachelor’s degree in Business Administration, Human Resources Management or any other related filed.  

Experience:  

• A minimum of 3-5 years of experience in Administrative or secretarial role in a large sized organization. 

Job Specific Skills: 

• Knowledge of administrative procedures.
• Advance MS office (Word, Excel, PowerPoint, Visio, Outlook especially calendar management)
• Advanced report writing skills as well as ability to compile data from different sources.