Human Resources Specialist
Position Description
Location
Al Khobar, Eastern, Saudi Arabia
School / Site
Division / Department
Human Resources
Position Type
Support Staff
Works days / Hours
Works days
210
days
@ Works hours
8
hours per day
Position status
Full time
Salary code
Support Staff
Eligible Applicants
Saudi National
Position start date
Application deadline
Until filled
Reports To
Balqees Alghamdi, Director of Human Resources and Government Compliance
Requisition Number
08-2425-098
Summary
The HR Specialist is a fundamental and core role within the HR department and is responsible for the key activities required to support all stakeholders. The responsibilities and duties are all aligned with giving accurate and timely advice to all site employees. This role is to assess, anticipate and support all HR-related needs within the organization in line with the standardized agreed processes and regulations.
Note: This position requires work during summer vacation, after hours and weekend hours at peak times
Position Duties
The successful candidate will be expected to:
- Demonstrate a commitment to the safety and security of children and young people (child protection).
- Acquire and maintain a working knowledge of ISG District organization policies, practices and procedures.
- Demonstrate the ability to accurately convey specialized information and data.
- Provide administrative support across defined HR Function.
- Manage the onboarding process for new dependent and substitute employees across ISG.
- Provide administrative support in regard to onboarding materials, including checklists, guides, and training modules, surveys etc.
- Serve as the primary point of contact for new dependent and substitute hires, answering questions, providing guidance, and addressing any concerns.
- Collaborate with HR managers, department heads, and team members to ensure a seamless onboarding experience.
- Distribute and/or collect required employment and personnel documents for new Dependent-hire, and Substitute employees, and hiring teams according to HR best practices and standard operating procedures to ensure complete physical and digital personnel files.
- Prepare, complete, and actively maintain digital (electronic) and physical personnel files for dependent-hire, and Substitute-hire employees according to department file requirements and standard operating procedures.
- Ensure all physical work permit application files for new Dependent and Substitute-hire employees are complete, in accordance to the MoE requirements.
- Maintain ISG Recruitment ([email protected]) mailbox with reference to dependent and substitute hires, according to department standards by ensuring that all relevant requests are addressed/acknowledged within 24 hours of receipt.
- Coordinate and conduct verbal offer and benefit consultations with all dependent and substitute prospective employees as part of their offer evaluation process.
- Coordinate and conduct verbal work permit (AJEER) application process and onboarding consultations with new Dependent-hire employees as requested.
- Establish employee profile in Skyward, request ISG Google account, and authorize employee security badge.
- Prepare welcome packs for new dependent employees.
- Provide training, consultancy, and support to hiring teams on the recruitment and onboarding process as needed.
- Proactively communicate and collaborate with the HR Employee Relations Team and other district departments (Sites, Support Services, Tech Support, Finance, GRO, ect.) as needed to facilitate a smooth onboarding process for all dependent and substitute employees as per established recruitment and onboarding process procedures.
- Communicate proactively with management regarding the success and failure of the recruiting and onboarding process.
- Maintain internal spreadsheet tools and database (Staffing and Substitute Staffing Worksheets) accurately and according to operating procedures and department standards.
- Proactively follow-up on deliverables owed and items due.
- Provide administrative tasks in relation to the department as needed.
- Maintain office supplies.
- Submit help desk and maintenance requests for the department, as requested.
- Maintain department absence report.
- Collaborate with the employee relations team with regard to the GRASP report data on an annual basis.
- Maintain the department’s filing system.
- Prepare and post and remove all position adverts on the ISG website, and copy these to Linkedin, Twitter and Facebook.
- Manage the Vector Solutions training portal and assign annual child protection training for current and new employees, ensuring completion certificates are filed in both digital and physical files.
- Manage the department petty cash and submit monthly reports.
- Reconcile credit card statements and submit to the ISG business office.
- Prepare purchase orders (POs) according to specification as requested.
- Prepare, submit, and follow-up on processing of reimbursement claims for HR and MARCOM, in Skyward.
- Prepare and maintain ISG support staff job descriptions.
- Provide fire marshall support for HR, GR and MARCOMM.
- Perform other duties assigned by the Director of Human Resources and Government Compliance.
Qualifications and Knowledge
The ideal candidate will have:
- Minimum of bachelor’s degree in a related field of study Business or HR Related.
- Sound knowledge of HR best practices.
- General understanding of HR Policies and Regulations.
- A strong understanding of human resources principles, including employee engagement, retention, and diversity.
- A strong understanding of saudi Labor Law.
- Proficient in Google Suite and Microsoft
Experience and Skills
The ideal candidate will have:
Experience
- Minimum of two years experience working within an HR Role.
- Previous experience in a support, coordination, facilitation, and customer service role.
Skills
- Excellent command of English, both verbal and written.
- Excellent computer literacy (Google Suite, Microsoft Office).
- Ability to demonstrate highly-developed organizational skills.
- Ability to learn quickly, synthesize information, adapt, and apply learnings.
- Ability to demonstrate effective time management with the ability to prioritize workload, work under pressure, and meet deadlines.
- Ability to deliver quality work within a specified timeframe.
- Ability to demonstrate sensitivity to and cultural awareness of all stakeholders along with the ability to adapt work style to meet their needs.
- Ability to build and deepen positive, long-standing stakeholder relationships through transparent behavior.
- Ability to communicate tactfully, constructively, and appropriately to audiences and stakeholders of all levels
- Ability to maintain professional composure in receipt of challenging or unfavorable news.
- Ability to deliver unfavorable news while maintaining positive relationships.
- Ability to demonstrate professional maturity and discretion to handle a range of situations while maintaining the highest level of confidentiality.
- Ability to resolve conflict constructively.
- Ability to demonstrate active listening skills.
- Ability to anticipate stakeholder needs and demonstrate initiative by meeting or exceeding expectations.
- Ability to creatively and independently solve problems.
- Ability to demonstrate effective decision-making using data.
- Ability to demonstrate responsiveness to requests for action/ assistance action without prompting.
- Ability to deliver proactive status updates on outstanding work, anticipate next steps and take action without prompting.
- Ability to take ownership of errors, omissions, and poor judgment/ decision-making without prompting.
- Ability to demonstrate teamwork by proactively sharing information and collaborating constructively for the best outcomes by designing “win/win” solutions.
- Ability to demonstrate loyalty.and confidentiality.