Outsource Operations Specialist

Role Overview

Outsource Operations Specialist at ADIB, Abu Dhabi.

Role Purpose

Provide comprehensive support across multiple HR and operations functions, managing end-to-end processing cycles for invoicing, leave requests, payroll adjustments, and employee documentation. Deliver excellent customer service and ensure candidate and staff experience remains positive throughout all interactions.

Key Responsibilities

Visa & Invoice Processing

• Manage the end-to-end visa invoice processing cycle, including validation, duplication checks, tracker updates, and expense form preparation.
• Resolve discrepancies and coordinate with FCD while supporting departmental tasks as assigned.
• Process EOSB invoices by verifying documentation and amounts, coordinating corrections if needed, obtaining necessary approvals, updating trackers, and liaising with FCD for payment and proper filing.
• Validate Court invoices to ensure the invoiced amount matches the court-issued amount, then follow the standard invoice approval process including documentation checks, approvals, tracker updates, and FCD coordination.
• Cross-check Repatriation invoice ticket amounts with prior agency communication, then proceed with the standard invoice processing workflow.

Payroll & Compensation

• Review and validate EOSB calculations and documentation, coordinate with the maker and relevant stakeholders to ensure accuracy and authorize submission to the agency for payment.
• Track and process monthly business incentive payments by verifying received amounts, updating the tracker, and coordinating with the agency to issue invoices for business approval and payment.
• Manage monthly overtime claims by verifying submitted hours against DMR records, updating the OT tracker, notifying staff of payment status, and resolving discrepancies before payroll processing.
• Execute salary suspension in the system upon GH approval and notify MIS for updates.
• Coordinate with the agency to issue and collect signed suspension letters from staff, and release the suspension once resolved.

HR Administration & Employee Records

• Review and validate personal information change requests submitted via the E-HR system by verifying attached documents.
• Review passport handover requests via the E-HR system by validating the reason and duration, approving valid requests, and coordinating with the agency for passport release.
• Manage and validate all types of leave requests via the E-HR system, ensuring compliance with policy by verifying documentation, eligibility, and accuracy of submitted information before approval or rejection.
• Coordinate with staff for any required clarifications related to leave requests.

Recruitment Support

• Handle reference check requests from recruitment departments by retrieving and compiling ex-staff data from internal trackers (FID, warnings, performance, MIS).
• Share verified reference information with the requesting team.

Qualifications & Experience

• UAE National status (mandatory requirement).

Additional Information

• This position is for UAE Nationals only.