Coordinator-HR Shared Services

Role Overview

Coordinator-HR Shared Services at Transguard Group in Dubai, supporting the Group HR team with efficient management of day-to-day HR Shared Services processes.

Role Purpose

Provide operational support to the HR Shared Services team by managing core HR administration functions including medical insurance, travel and absence management, document control, visa and residence processing, HR data management, and inter-departmental communications while maintaining strict confidentiality of sensitive information.

Key Responsibilities

Financial Management

• Submit flight bookings and airfare recharges in accordance with company policy.
• Submit applications to respective authorities for processing of residence visas and job requirements.
• Reconcile expenses incurred for applications and submit Purchase Requisitions and Goods Received notes to assist in supplier payments.
• Obtain email approvals from Senior Manager prior to processing Purchase Requisitions.

Customer & Stakeholder Communication

• Communicate flight details with employees within a timely manner.
• Generate and distribute documents requested by employees promptly.
• Communicate with stakeholders about any delays in service in advance to avoid inconveniences.
• Communicate any pending tasks that impact applications with stakeholders.

Operations & Process Management

• Manage day-to-day processes including medical insurance administration, travel and absence management, document control, Arabic letters, Transguard ID issuance, GRO scheduling and appointments, police and immigration case monitoring, Arabic translations, residence visa management, Emirates ID management, HR data management, and flight ticket processing.
• Update application and certificate or document details on Oracle whilst maintaining accuracy.
• Submit monthly reports to manager for analysis.
• Maintain confidentiality around sensitive information.
• Report any errors or discrepancies to manager immediately and propose solutions to rectify errors.

Process Improvement

• Create or modify processes for better efficiency.
• Propose ideas to manager to streamline processes.

Qualifications & Experience

• Minimum 1 to 2 years of experience in data entry management and document control.
• Bachelor's degree minimum.

Skills & Competencies

• Proficient in Excel.
• Proficient in English language.
• Proficiency in reading and writing Arabic required for roles involving handling Arabic-language documents and communications.
• Time-oriented approach to handling queries and tasks.

Additional Information

• The role has visibility to confidential data and is expected to maintain confidentiality around sensitive information.