HR Coordinator

This is a highly visible and demanding role whose focus is to continuously provide administrative support to the HR function and its internal customers, provide advice and guidance where appropriate in the role, and ensure quality service to employees at all levels within given deadlines.

Job Description:

• Draft probationary completion letters, promotion letters, experience certificates, etc.
• Track probationary periods on a monthly basis for all MEAA locations. Liaise with relevant line managers to ensure probationary reviews are conducted prior to the probationary end date.
• Track visa and labour card renewals on a monthly basis for our DMCC, twofour54 & Dubai onshore entities. Liaise with employees in advance of expiry.
• Ensure that all new hires (permanent & temporary) are reflected in our HRIS (Workday) in a timely manner for payroll cut-off. That relevant information as per job location is captured accurately due to its impact on payroll & reporting.
• Maintain employee records, i.e. personnel files & employee folders. Ensure that each employee record contains relevant documentation such as resume, contract, identification, etc.
• Maintain HR & payroll network drives. Ensure that documents are labelled clearly and saved appropriately.
• Administer our UAE medical insurance policy to ensure that additions & deletions are done in a timely manner.
• Responsible for onboarding activities as per New Hire Checklist on Smartsheet. Responsible for offboarding activities as per Exit Checklist on Smartsheet.
• Work closely with the HRBP to process monthly payroll accurately & efficiently for the UAE and Saudi Arabia.
• Responsible for creating groups on AlertMedia prior to events for the show teams so that we can reach them in the event of an emergency.
• Issue letters as requested by staff for banking or travel purposes.
• Enter sick leave & unpaid leave in Workday. Update payroll notes for unpaid leave entered. In the case of sick leave, share absence stats for rolling 6 months & rolling 12 months with the line manager. Action ‘Return to Work’ on Workday once employee returns to the office from sick leave.

Admin responsibilities covered by this role:

• Creating Purchase Orders for the department
• Monthly HR petty cash reconciliation for Finance
• Monthly DMCC portal funds reconciliation for Finance
• Administering company parking cards & coordinating annual renewals with Concordia

Minimum Qualifications and Knowledge:

• Educated to an Undergraduate Degree level or equivalent
• HR Diploma/ Certificate an added advantage
• Proficiency in Word, Excel, PowerPoint, and an HRIS.
• Proficient in English (written & verbal) with both individuals & groups

Minimum Experience:

• A minimum of 3-5 years’ experience working in an HR role, preferably within a multicultural environment in the UAE.

Job-Specific Skills:

• Knowledge of UAE employment law and HR best practices
• Ability to handle sensitive & confidential information
• Able to work as part of a team and under own initiative
• Demonstrable experience in working to deadlines & deliverables
• Working with & communicating effectively and tactfully with staff at all levels.
• Ability to work with a high degree of accuracy & attention to detail

Behavioral Competencies:

The job holder must maintain strict confidentiality in performing the duties of the role and be able to demonstrate the following competencies:

• Good time management
• Trustworthy & discreet with sensitive information
• Flexible & adaptable
• Customer focus
• Ability to prioritize effectively
• Exhibit cultural awareness & sensitivity
• Ability to work under pressure and within changing priorities and deadlines
• Effective communication at all levels both externally & internally
• Attention to detail & accuracy
• Ability to multitask
• Interpersonal skills