Prepare offer letters for the selected applicants
Liaise with the applicants on completing the necessary documents required for processing their labour approvals and visas – Ensure passport validity is checked
Liaise with the applicants on completing the recruitment documents
Ensure relevant staff documents are scanned and placed on the sharing folder / HRMS
Liaise with GROs for processing the staffs labour approvals and visas
Update the applicants and operations with the labour approval/ and visa processing status
Arrange the applicants’ medical check and Emirates ID for visa processing and process any financial requests/updates related to the medical examinations
Forward all visa related documents to the applicants and update operations in order for them to start the deployment
Arrange medical insurance cards for employees once they have been deployed or as per HAAD requirement
Ensure all new employees’ information are maintained and updated in the HRM system
Ensure all employees’ documents are filled and uploaded to the relevant folders and/or systems

Run monthly reports on the visa and passport expiration dates of the staff two months in advance and inform the staff, relevant teams, departments and clients (if required)
Follow up with the staff regarding the renewal of their passports within the time frame
Ensure that the staffs are provided with the original or copy of the renewed passport (as per the agreement with the clients.), Passports must be filed and scanned copies of them have to be maintained in the HRMS system
Ensure all the documents required for the visa renewals are collected from the staff and uploaded onto the Sharing Folder/ HRM system – Ensure passport validity is checked
Submit all the documents to the GROs to process the visa renewals at least three weeks before the expiration dates
Follow up with GRO’s regarding the renewed visas and labour cards
Ensure that the staffs are constantly updated throughout the visas and labour cards renewal process
Notify the staff once the renewals are completed and the documents have been received,; provide the staff with copies of their renewed documents (upload scanned copied onto the Sharing Folder/ HRM system)

Log and respond to all the queries and complaints made by the staff through the relevant system or HRM system, and to ensure that prompt follow ups and actions are taken while updating the staff during the whole process.
Log all queries and complaints receive from the staff in the grievance system
Respond to the staff with the grievance number for any future follow ups
Liaise with different teams regarding the queries and complaints received, and ensure that prompt responses are provided to the staff
Escalate unresolved issues within 48 hours or less depending on the level of importance
Ensure email updates are sent to the staff throughout the whole process
Update the grievances system with all the information until the case is closed
Run daily, weekly and monthly reports to follow up on the pending grievances and ensure actions are being taken accordingly
Continued follow ups are done to provide all the details needed and to ensure all staff queries are answered promptly Database and Files Maintenance
Ensure all the staff information are updated promptly in the HRM system
Ensure all the requests received are updated in HRM system when required
Conduct a monthly data cleansing to the HRM system to ensure all the information are updated correctly and edited when needed
Update the relevant log sheets when needed
Ensure that all the staff files are maintained, checked and updated regularly and all the relevant documents are valid – ensure soft copies are maintained in the HRM system.

The candidate would ideally have experience in blue collar Manpower Supply and Labour camps.

Proven experience as an HR coordinator or relevant human resources/administrative position
Knowledge of human resources processes and best practices
Strong ability in using MS Office
Experience with HR databases
Outstanding communication and interpersonal skills
Ability to handle data with confidentiality
Good organizational and time management skills
BSc/BA in Business Administration or relevant field; additional education in Human Resource Management will be a plus

Albinora Consulting FZE Hiring for HR Coordinator at Abu Dhabi Full Time

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