HR Specialist

2. Job Purpose:

HR Specialist is responsible primarily for the daily coordination and administration of manpower planning, recruitment, onboarding, orientation and offboarding related matters in line with quality standards and established HR processes, policies, and procedures.

Be the first point of contact for Talent Management enquiries and create a superior candidate experience, providing a high level of service to candidates, and therefore this is an important role and the foundation of the overall HR Function.

3. Key Responsibilities:

Talent Acquisition:

Support the full lifecycle recruitment process from requisition through to the on- boarding of candidates.

Coordinate with hiring managers to identify staffing needs and candidate selection criteria within the approved budget and person specification for the role.

Ensure that the Company’s recruitment procedure is followed and required approvals are in place.

Reduce agency recruitment spending by using direct sourcing methods to source candidates through external & internal sources, job posting, initial screening, scheduling, and conducting interviews.

Organize and attend job fairs, campaigns, and recruitment events to build a strong candidate pipeline and to support Emiratisation.

Ensure candidates are hired based on their qualifications, skills, and compatibility with the company culture.

Create and review job descriptions.

Responsible for ensuring that the level of competencies required for each role is explored within the interview through competency & behavioral based questions.

Implement candidate selection methodologies such as structured interviewing process based on business and hiring manager needs.

Coach and guide Hiring Managers on effective interviewing techniques and assessment methods to ensure a positive candidate experience at all times.

Conduct reference checks on candidates to ensure that they have good work ethics and experience for the job.

Compile lists of most-suitable candidates by assessing their CVs, portfolios, and references to build candidate pool for future recruitments.

Maintain records of all supporting records used for recruitment, including interview notes and related paperwork for compliance.

Fully partake in final HR interview, hiring decisions and offer negotiations phase.

Undertake pre and post interview discussions with managers and coordinate the feedback process.

Prepare and issue offer letter.

Maintain relevant reports consistently for manpower planning and to track hiring metrics including time-to-hire, time-to-fill, and source of hire.

On/ Off - Boarding:

Manage the full cycle of onboarding and On/Off- boarding.

Facilitate the onboarding of new hires, ensuring a positive and smooth experience.

Liaise with the administration department in all matters regarding immigration and offshore mobilisation requirements.

Coordinate with relevant internal stakeholders for matters related to visit visa, flight tickets and hotel bookings if required.

New starter pack, employment contract and internal communication to be issued prior to joining.

Fully manage the induction process, updating and distributing induction material, ensuring new starters are informed of Company’s policies.

Coordinate L&D needs that are obtained through new start induction & development plans, and contract revisions with T&C function.

Contribute to the orientation programs for new hires to ensure successful onboarding, includes presenting at induction sessions, providing cultural & social integration and knowledge on company culture to ensure achieving optimum efficiency of new hires - and to ensure minimum attrition of new starters.

Support the development of onboarding policies, processes, and systems to meet the Company’s needs and objectives in a consistent manner and propose continuous improvement.

Provide advice & guidance to new recruits and ensure support on HR / IT / any other related matters includes coaching employees on basic legal and policy-related rules and regulations.

Issue new start joining communications and coordinate with internal process owners to ensure new employee experience and onboarding is best in class and represents our values.

Ensure the preparation of onboarding kit and welcome new employees upon their arrival and ensure their office tour and introduction to team members.

Gather feedback from newly hired employees about their experience to recommend improvements.

Manage the offboarding process which includes approvals, communication, exit clearance, immigration related cancellations, final payment calculation, exit interview and issuance of leaver’s package.

Conduct exit interviews for feedback and make recommendations for continuous improvement.

HR & Administration:

Maintain and update new start employee database consistently.

Raise purchase requisitions for relevant 3rd party services when required.

Take part in HRMS recruitment module implementation, HR initiative and projects.

Assist HR Manager with adhoc HR related case work and projects.

HSEQ and regulatory compliance:

Follow all company, work site and regulatory procedures at all times, and commit to engage in safe working practices.

Address any HSEQ concerns and take appropriate actions in conjunction with Company procedures.

Adherence to country specific employment law related to L&D stipulated by UAE Ministry of labour and immigration rules.

Keep up to date with relevant industry developments and best practices.

Involve in audits with HR Manager in line with IMS & API Q2 standards.

4. Qualification(s) & Training (E – Essential / P – Preferred):

Diploma or Bachelor’s degree in any discipline, or Secondary qualification with at least 3 years equivalent experience in related field (E)

CIPD Qualification in HRM or equivalent HR Certifications (P) Ability to obtain the preferred certification within 2 years of starting the role (E)

Certified in IMS & API Spec Q2 Awareness/ Internal auditor (P)

Expert in MS Office, IT related applications and systems (E)

5. Experience(s) (E – Essential / P – P