Human Resources Coordinator at Confidential Careers

Dubai, Dubai, United Arab Emirates -

Full Time

Start Date

Immediate

Expiry Date

29 Jan, 27

Salary

9000.0

Posted On

31 Oct, 26

Experience

7 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Yes

Skills

Industry

Information Technology & Services

Description

1. Recruitment and OnboardingScreen CVs and shortlist candidates based on approved job requirements.
Coordinate interviews between candidates and hiring managers.
Prepare offer letters, job descriptions, joining instructions, and onboarding documentation.
Verify employee documents and facilitate joining formalities and induction programmes.
Maintain recruitment trackers and candidate databases.
Coordinate with relevant departments to ensure workplace, system access, accommodation, transportation, and other joining requirements are completed.
2. Offboarding and Exit FormalitiesCoordinate the end-to-end employee separation process, including notice-period tracking, clearance, exit interviews, final settlement inputs, and visa cancellation.
Ensure exit documents are completed and employee records are updated in the HR system.
Liaise with IT, Finance, Operations, and other departments for access deactivation, asset clearance, and final dues.
Coordinate repatriation travel arrangements where applicable.
3. Attendance and Payroll AdministrationMonitor and maintain daily attendance records for factory, farm, logistics, and office employees.
Collate and validate attendance, shift rosters, overtime, leave, and absenteeism data from biometric and attendance systems.
Coordinate with department supervisors to verify absences, sick leave, annual leave, weekly offs, and overtime records.
Prepare monthly attendance summaries and payroll inputs within established timelines.
Ensure payroll data is accurately entered, reviewed, and submitted to Finance.
Monitor leave balances and absenteeism trends and prepare related MIS reports.
Support payroll reconciliation and resolution of attendance or salary-related discrepancies.
4. Visa and Immigration ServicesCoordinate employee visa applications, renewals, cancellations, status changes, and related processes through GDRFA and other government portals.
Liaise with the PRO and relevant authorities for labour permits, medical fitness tests, Emirates ID, residence visas, and visa stamping.
Maintain an accurate visa and document expiry tracker and initiate renewals within the required timelines.
Coordinate with typing centres, medical centres, and photography studios for visa-related requirements.
Ensure compliance with applicable UAE labour and immigration requirements.
5. Employee Benefits and InsuranceManage employee additions, deletions, amendments, and renewals under medical and Workmen’s Compensation insurance policies.
Administer ILOE registration and compliance for eligible employees.
Coordinate employee insurance claims with insurers, TPAs, and insurance brokers.
Follow up on claim documentation and settlements.
Track insurance policy validity and coordinate timely renewals.
Manage Occupational Health Card issuance and renewals for eligible food-handling employees.
6. Employee Relations and GrievancesAct as the first point of contact for employee queries, concerns, and grievances.
Record employee concerns and maintain appropriate documentation and confidentiality.
Resolve routine employee matters and escalate unresolved or sensitive cases to the reporting manager.
Assist in workplace investigations involving misconduct, grievances, incidents, or policy violations.
Support employee communication, disciplinary processes, and implementation of corrective actions.
7. Employee TransportationCoordinate daily employee transportation for farm, plant, logistics, accommodation, and office shifts.
Plan transport routes and schedules based on operational and shift requirements.
Coordinate with drivers and transport service providers and monitor adherence to agreed service standards.
Address transportation complaints, route disruptions, delays, and emergency requirements.
Arrange employee pick-up and drop-off for annual leave, airport transfers, medical appointments, visa processing, and special assignments.
8. Travel and Air TicketingArrange air tickets for annual leave, emergency leave, onboarding, repatriation, and business travel.
Coordinate with travel agencies and obtain suitable travel options in accordance with company policy.
Maintain accurate records of employee air-ticket entitlements and utilisation.
Support preparation of travel documents, approvals, and related employee communications.
9. Training and Employee EngagementCoordinate training programmes based on the annual training calendar and departmental requirements.
Liaise with trainers, employees, and department representatives regarding schedules and attendance.
Maintain training attendance, evaluation forms, certificates, and related records.
Support employee engagement, welfare, awareness, and communication activities.
Assist with HR projects, policy updates, employee events, and other organisational initiatives.
10. Workplace Incident and Accident ManagementRecord and report workplace incidents and accidents in accordance with company procedures.
Coordinate with the HSE team, department representatives, medical providers, and insurers.
Prepare and submit supporting documents for Workmen’s Compensation and other applicable claims.
Maintain accurate incident and accident registers for management reporting and compliance audits.
Follow up on corrective actions and required documentation.
11. HR Documentation and SystemsMaintain complete and up-to-date employee personal files in both physical and electronic formats.
Update employee information in the HR system accurately and promptly.
Ensure contracts, offer letters, renewals, approvals, insurance documents, visa records, and employee correspondence are properly filed.
Maintain HR trackers, registers, templates, forms, and document-control records.
Generate HR reports and provide documentation required for internal and external audits.
Ensure employee information is handled securely and confidentially.
12. Finance and Administrative CoordinationCoordinate with Finance regarding payroll transfers, final settlements, reimbursements, employee advances, and HR-related vendor payments.
Submit accurate expense reports, supporting documents, and reconciliations within prescribed timelines.
Manage HR petty cash for approved employee expenses, welfare activities, and operational requirements.
Coordinate the submission and collection of documents from external offices, government authorities, service providers, and other relevant parties.
Provide general administrative and operational support to the HR department.
13. General HR SupportRespond to routine employee enquiries regarding policies, benefits, leave, attendance, payroll, visas, and HR services.
Support implementation and communication of HR policies, procedures, and management directives.
Assist with HR audits, compliance reviews, workforce reports, and management information.
Perform other HR and administrative duties assigned by the reporting manager.
Key Performance IndicatorsAttendance and payroll input accuracy
Timely submission of monthly payroll data
Recruitment and interview coordination turnaround time
Completion of onboarding and induction formalities
Timely completion of employee offboarding and clearance
Visa, Emirates ID, medical, and labour permit renewal compliance
Medical insurance, Workmen’s Compensation, ILOE, and OHC administration
Accuracy and completeness of employee records and HR system updates
Timely handling and escalation of employee grievances
Employee transportation schedule adherence and issue resolution
Timely and policy-compliant travel and air-ticket arrangements
Training and employee engagement activity completion
Timely reporting and documentation of workplace incidents and accidents
Accuracy and timely reconciliation of HR petty cash and employee expenses
Compliance with HR policies, UAE labour requirements, and audit standards

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Responsibilities