Division Coordinator

Job Purpose

The Division Coordinator plays a crucial role by delivering detailed administrative and transactional human resources support throughout the division. This position ensures seamless interaction between staff and management, facilitating efficient daily operations alongside HR processes. It encompasses management of multiple HR functions across the entire employee lifecycle from hiring to exit, including handling employee accommodations and ensuring timely renewal of health certificates and residence permits.

Key Duties

• Oversee and coordinate all activities relating to the employee lifecycle with strict adherence to company timelines and protocols.
• Assist the HR Business Partner in onboarding new employees, guaranteeing thorough induction, orientation, and training completion.
• Work closely with the Talent Acquisition team to arrange travel and lodging for candidates coming from abroad and complete all related joining formalities.
• Create and update employee lifecycle trackers to monitor milestones such as joining dates, probation periods, appraisals, and exits.
• Maintain up-to-date manpower trackers and comprehensive employee records, including ticket entitlements and leave balances.
• Support exit interviews and ensure coordination with Finance and IT for clearances and final settlements.
• Manage residence permit cancellations and employee exit procedures in cooperation with People Services.

HR Documentation & Compliance

• Liaise with HR Business Partner, Talent Acquisition, and People Services teams to prepare and verify HR documents, including employment requests and status changes.
• Ensure rigorous validation of HR and administrative paperwork prior to approvals or further processing.
• Maintain confidentiality while managing personnel files, passports, QID information, and performance evaluations.
• Oversee timely completion of probation reviews and appraisal processes in collaboration with department heads.
• Guide employees on utilizing HR self-service portals and clarify HR policies as needed.
• Keep precise filing systems for division-level HR documents.

Employee Relations & Engagement

• Organize employee engagement and divisional initiatives together with HR Business Partner and management.
• Serve as a communication point for employee and applicant inquiries on HR policies, benefits, and processes.
• Facilitate implementation of HR policies and manage issues in partnership with division management.
• Track and coordinate objective setting and appraisal cycles with division leadership.

Government & Legal Coordination

• Manage follow-ups on medical commission appointments, fingerprinting, RP stamping, and renewals.
• Coordinate employee insurance, medical card renewals, and health certificate processes with Head Office HR.
• Monitor and ensure timely renewal of commercial registration and trade licenses.

Administrative Support & Logistics

• Manage leave schedules and approvals while tracking leave balances accurately.
• Arrange logistical support for overseas training and employee travel requirements.
• Respond to administrative requests from the General Manager, including special projects coordination.
• Collaborate with Finance, IT, and Admin on transactions related to leave, exit permits, and other employee matters.

Qualifications & Experience

• Bachelor's degree in Business Administration, Human Resources Management, or related disciplines.
• 3 to 5 years of experience in administrative coordination or HR support within large or multi-divisional organizations.
• Proven experience dealing with employee documentation, accommodations, and government compliance such as residence permits and health certificates.
• Fluency in English is essential; knowledge of Arabic is advantageous.
• Proficiency in Microsoft Office suite.
• Familiarity with HR and administration software such as Oracle ERP, SAP, or equivalents.
• Strong organizational, record-keeping skills, with meticulous attention to detail.
• Capability to handle multiple tasks, deadlines, and sensitive information confidentially.