Division Coordinator

OBJECTIVE/ PURPOSE OF THE JOB:

The Division Coordinator is responsible for providing comprehensive administrative and transactional human resources support across the division. The role ensures efficient coordination between employees and management, facilitating smooth execution of day-to-day operations and HR processes. He/She is responsible for managing activities across the employee life cycle — from recruitment to offboarding — as well as overseeing employee accommodations and ensuring timely processing and renewal of health certificates and residence permits (RPs). He/She plays a vital role in maintaining operational efficiency and compliance within the division.

KEY RESPONSIBILITIES:

·       Coordinate the full employee life cycle, from onboarding to offboarding, ensuring all activities are completed within set timelines and company standards.

·       Support the HR Business Partner in implementing onboarding processes for new recruits, ensuring proper induction and completion of required orientation and training within prescribed timeframes.

·       Collaborate with the Talent Acquisition team to organize travel arrangements and hotel bookings for overseas candidates and ensure all joining formalities are completed.

·       Develop and maintain employee lifecycle trackers or databases to monitor key milestones (joining, probation, appraisal, exit).

·       Maintain and regularly update the division manpower tracker and employee records, including joining dates, ticket entitlements, leave balances, and other HR data.

·       Support HR Business Partner in conducting and tracking exit interviews, ensuring proper coordination with Finance and IT for clearance and final settlements.

·       Facilitate the residence permit (RP) cancellation and exit processes in coordination with the People Services Team.

HR Administration and Documentation:

·       Coordinate with the HR Business Partner, Talent Acquisition team, and People Services teams to prepare, validate, and submit HR-related documentation such as employment requests (IREC), new employee advances, and change of status forms.

·       Conduct thorough checks and validation of HR/Admin documents prior to submission for approvals or processing.

·       Handle confidential employee information including personnel files, passport and QID details, absences, performance evaluations, and other HR records.

·       Ensure timely completion of probationary review forms and appraisal cycles in coordination with department heads.

·       Guide employees in using HR self-service applications and assist with HR policy clarifications.

·       Maintain accurate filing systems for HR-related documents at the divisional level.

Employee Relations and Engagement:

·       Coordinate employee engagement activities and divisional initiatives in collaboration with HR Business Partner and line management.

·       Communicate effectively with employees and applicants to provide guidance on HR policies, benefits, and procedures.

·       Assist in implementing HR policies and procedures across the division and address any discrepancies with management.

·       Monitor and update objective settings and appraisal cycles in coordination with the HR Business Partner and division management.

Government and Legal Coordination:

·       Follow up on medical commission appointments, fingerprinting schedules, and residence permit (RP) stamping and renewals through HO Administration, ensuring timely completion of documentation.

·       Coordinate employee insurance, medical card renewals, and health certificate processing with Head Office HR & Admin.

·       Monitor CR and trade license renewals, ensuring all legal documentation is processed and submitted before expiration.

Administrative and Logistical Support:

·       Manage leave schedules for division employees, tracking balances and ensuring leave approvals are processed accurately.

·       Book and coordinate logistics for overseas training programs and staff travel requirements.

·       Handle administrative requests from the General Manager, including the coordination and execution of special projects and initiatives.

·       Coordinate with Finance, IT, and Admin teams for leave balances, exit permits, and other employee-related transactions.

·      Bachelor’s degree in Business Administration, Human Resources                 Management, or a related field.

·       Minimum 3–5 years of experience in administrative coordination or HR support, preferably within a large or multi-division organization.

·    Experience in handling employee documentation, accommodation, and government-related processes (e.g., residence permits, health certificates).

·       Fluent in English. Arabic is a plus.

·       Proficient in Microsoft Office tools.

·       Working knowledge of HR and administrative systems (e.g., Oracle ERP, SAP, or similar).

·       Strong organizational and record-keeping skills with attention to accuracy and detail.

·       Ability to manage multiple priorities, deadlines, and confidential information.