To efficiently manage the onboarding and pre-boarding process, including candidate visa issuance, pre-employment requirements, and related administrative tasks, ensuring a smooth transition for new hires across all Milaha offices.

Key Roles & Responsibilities

1.Onboarding & Pre-boarding Management:

• Coordinate and execute the end-to-end onboarding procedures, encompassing collection of documents, requesting visa issuance or transfer, booking of joining ticket and hotel if applicable, preparation of work station, equipment set up and access, and company orientation ensuring a smooth onboarding experience
• Develop comprehensive onboarding plans and encourage goal-setting discussions with new-hires and their managers.
• Ensure the timely and accurate completion of all required onboarding paperwork.
• Facilitate engaging new hire orientations, acting as a key point of contact for guidance and support throughout the onboarding process.
• Actively contribute to the ongoing enhancement of comprehensive onboarding processes and procedures.
• Ensure timely conversion of employee record in ORC activating necessary access for the new-hire

2.Visa & Immigration Processing:

• Prepare and submit visa applications and related documentation accurately and efficiently.
• Liaise with internal stakeholders to facilitate the timely processing of visas.
• Track visa statuses and proactively address any potential delays or issues.
• Provide guidance and support to international hires on visa-related matters.

3.Pre-Employment Requirements:

• Administer and track pre-employment checks, including medical assessments, background checks, and reference checks.
• Ensure all pre-employment documentation is completed accurately and in a timely manner.
• Follow up with candidates and relevant departments to resolve any outstanding pre-employment requirements.

4.Cross-Functional Collaboration & Communication:

• Collaborate cross-functionally with various departments to ensure a seamless transition for new hires, with a specific emphasis on IT and payroll.
• Effectively communicate with managers and supervisors, ensuring their understanding of the onboarding process and readiness to integrate new team members.
• Manage and process all recruitment-related invoices, including verifying accuracy, coordinating with vendors and internal departments, ensuring timely approvals, and maintaining proper documentation for record-keeping and financial reconciliation

5.Documentation & Record Keeping:

• Initiate creation of organized employee files and records, ensuring accuracy and compliance related to onboarding and visa processes.
• Maintain accurate and up-to-date employee records related to onboarding, visa processes, and pre-employment checks in the HRIS and other relevant systems.
• Ensure all onboarding paperwork is completed, filed, and compliant with company policies and legal requirements.
• Generate reports and provide updates on onboarding progress and visa statuses as needed.
• Maintain accurate and up-to-date records of new hire activities and status to monitor progress and improvements.

6.Orientation & Compliance:

• Coordinate and schedule engaging new hire orientations sessions, covering safety and compliance aspects.
• Ensure all onboarding activities and visa processes comply with company policies, local labor laws, and immigration regulations in Qatar.
• Stay updated on any changes in relevant legislation and internal procedures.

7.Problem-Solving & Process Improvement:

• Act proactively as a problem-solver, identifying and addressing challenges in the onboarding workflows.
• Actively contribute to the ongoing enhancement of comprehensive onboarding processes and procedures.
• Identify and recommend improvements to the onboarding process and related systems.

8.HR Support & Collaboration:

• Participate in cross-functional projects and initiatives, contributing to the broader goals of the HR department.
• Collaborate with the HR team to develop and implement effective retention strategies, contributing to a positive work culture. (While the primary focus is onboarding, this highlights a broader HR contribution).
• Provide flexibility to perform other HR-related tasks as needed, demonstrating versatility and adaptability.

Requirements

Education & Professional Qualification:

• Diploma or vocational training in Secretarial Studies, Business Administration, Human Resources, or a related administrative field
• Preferred: Bachelor's degree in a relevant field (e.g., Business Administration, HR)

Professional Experience:

• 2-3 years of relevant experience in onboarding / recruitment mobilization

Geographic Experience:

• Familiarity with administrative procedures and logistical requirements within Qatar is preferred. Experience with visa processing and regulations in Qatar would be a significant asset.

Computer Skills:

• Preferably excellent proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and web-based applications. Experience using Applicant Tracking Systems (ATS) and Human Resources Information Systems (HRIS) for data entry and record-keeping is a plus.

Language Skills:

• Business fluent in English and Arabic (written and spoken) is essential for effective communication with candidates, internal stakeholders, and external parties.

Market/Industry/Functional Knowledge:

• Strong understanding of administrative and clerical procedures within an HR or recruitment context.
• Proven ability in data recording and management methods, tools, and related techniques, ensuring accuracy and confidentiality of employee information.
• Good understanding of general corporate functions and activities, particularly how the HR and Talent Acquisition functions support the overall organization.
• Familiarity with the basic processes and requirements of recruitment, onboarding, and potentially visa applications.