HR Coordinator

Job Description
To ensure a smooth and efficient operation in the Human Resources Department in relation to the Company Core Process and Recruit & Retain Colleagues Key Process; thus directly managing of Colleague arrivals, providing support and managing Colleague departures. This position assists the HR Service Center the aim of which is to provide a one-stop-shop service for standard processes and inquiries related to onboarding, departure, visas, benefits and payroll and any other generic processes.  This position handles the visa renewal process and manage Colleague departures. In addition, it assists with all types of administrative duties including generating all types of employment letters, correspondence, updating various databases, filing, Human Resources duties and providing general support to Colleagues and the Human Resources team.

Job Scope

Maintain proper administration of colleagues’ personnel records including processes related to managing Colleague arrivals, providing support and managing Colleague departures
Handling and responding/processing incoming calls, correspondence and assist any Colleague inquiries.
New Bank Account enrollment for Frontline and Team Leader colleagues and sending email regarding bank account details to colleagues who has UAE personal bank accounts
Sending copy of Emergency & Medical History Form to HRBP’s for their information in regards to the medical condition of colleagues to be shared to colleagues HOD’s
Farah ID cards preparation for colleagues including eligible dependents and contractors as required
Correspond with Life and Health Insurance provider either for insurance enrollment, update or deletion and review insurance invoices for accuracy
Raising purchase requests related to life/health insurance invoices including submission of original invoices to Finance Team
Updating any regular trackers, excel sheets, LOOP Colleagues Database, personnel files and Oracle HRMS with all residence visa related information as stipulated on the respective checklists and procedures
Handling any filing required in the department and ensuring the necessary documents and records are updated and filed correctly including Oracle HRMS Documents of Records and hardcopy personnel files if applicable
Updating all HR related notice boards on a regular basis.
Track and arrange all new residence/visa renewal activities for new and existing Colleagues including eligible dependents in coordination with HR Specialist (SS)
Assist colleagues on medical insurance reimbursements by coordination with insurance broker.
Raising purchase requests and subsequently following up on approvals, delivery and payment
Keeping the relevant stationary stock for the department and handling stationary requisitions as required.
Verify Colleagues records if eligible when forms are received in HR, related to Internal Application and Feedback Form, Cross Training Agreement etc.
Receives and investigates Colleagues statement forms and as applicable get HR Services Manager or HR Business Partners involved
Raising a request for flowers/fruit basket for sick colleagues
Update Oracle HRMS related to Colleagues bank account details, any changes with accommodation type, Disciplinary updates etc.
Manage the administration of Probationary Performance Appraisals which includes a monthly reminder to HODs of probation appraisals due date; preparation of employment confirmation letters and updating the Oracle HRMS
Manage Colleague departures by facilitating exit documentations, relocation of personal belongings if applicable, repatriation flight bookings and visa cancellation procedures including final settlement calculations (i.e. for Team Leaders and Front Line Colleagues clusters)
Blocking/Deactivation of Farah ID cards of leavers including eligible dependents
Archive documents of leavers
Assist HR Business Partners on pulling out reports, dashboards, updating Org. Charts and custodian of Job Descriptions
Support any Colleague Engagement Activities being organized by Engagement Team or HR Business Partners
Provide support and information to other HR functions and other departments as required