HR & Administration Lead

HR & Administration Lead - Convection District Development Company (CDDC)

Purpose

• Collaborate closely with the HR team to manage high-volume recruitment efforts. The primary responsibilities include supporting the company in implementing, managing, and delivering recruitment operations, processes, services, and policies. This role also involves actively contributing to the design and implementation of resource management strategies, workforce planning, and reporting structures.
  • Oversee day-to-day front office activities, including travel logistics, medical insurance, and business support contracts. Ensure effective budget control and maintain up-to-date business support policies and procedures.

Responsibilities

Strategic Contribution

• Reporting and Analysis: Prepare monthly departmental reports, quarterly progress updates, and track budget utilization and consumption.
• Insurance and Records Management: Maintain and update staff records, including details of dependents, for submission to the insurance company.
• HR Department Support: Assist in improving the efficiency and effectiveness of HR processes and operations.
• Compliance and Documentation: Ensure accurate and timely delivery of requested reports and documentation.
• Task Execution: Perform additional activities as assigned by the Recruitment & HR Services Manager.

Leadership & People

• Execute routine administrative tasks associated with the role of an HR Specialist, ensuring accuracy and efficiency in daily operations.
• Act as a collaborative and effective team member, supporting the department in achieving its objectives by completing assigned tasks promptly and accurately.

Operational

Manpower Planning and Recruitment

• Assist in annual manpower budgeting and recruitment planning.
• Coordinate recruitment timelines with departments and ensure low-cost recruitment strategies.
• Manage candidate interviews, selection, and offer processes, including preparing Letters of Offer and negotiating terms when necessary.

Contract and Budget Management

• Oversee administrative contracts and ensure compliance with supply chain policies.
• Monitor and report budget utilization, manage procurement plans, and ensure timely processing of invoices and accruals.
• Develop tender documents and manage contract evaluations and variations.

Staff Services and Insurance

• Ensure timely issuance of medical and insurance cards for staff and their dependents.
• Maintain high-quality medical and insurance services, verifying claims, and processing bills efficiently.
• Address and resolve insurance-related issues in coordination with service providers.

Travel, Transport, and Accommodation

• Manage travel and accommodation logistics for staff and visitors, including visa processing.
• Ensure cost efficiency by leveraging corporate rates and maintaining records of travel arrangements.
• Supervise travel requests through ERP and oversee timely payment of travel expenses.

General Administration and Office Operations

• Oversee reception, utilities, and office services to ensure smooth day-to-day operations.
• Manage office inventory, stationery, and automation systems, ensuring availability and cost control.
• Ensure staff administrative requests and business support processes are efficiently managed via ERP.

Related Assignments

• Perform additional tasks and responsibilities as assigned by the Department Manager.

Key Performance Indicators

• Innovation: Develop and implement creative and cost-effective solutions to enhance processes, systems, and services, including achieving measurable cost savings.
• Accountability: Demonstrate ownership of tasks and responsibilities, ensuring successful achievement of business objectives while identifying and addressing areas for improvement.
• Results-Oriented Performance: Consistently exceed targets by improving service delivery and driving continuous improvement in HR and administrative logistics processes.

Education & Experience

• Degree in HR/ Business Administration or equivalent.
• At least 5 years of experience in HR, with at least 2 years in a specialized role.
• Excellent knowledge of Arabic and English is required.
• HR Professional Qualification/CIPD Level 3.
• Excellent communication and interpersonal skills.
• Proficient in MS Excel & Word.

Key Skills & Competencies

Functional

• Strong planning, organizing, and office management abilities.
• Advanced computer literacy and proficiency in reporting.
• Excellent multitasking and analytical skills, with a focus on quality and process management.
• Ability to coordinate multiple activities, solve problems efficiently, and meet deadlines under pressure.
• Exceptional attention to detail, ensuring high-quality deliverables.
• Proficient in administrative and clerical systems, including file management and word processing.
• Effective prioritization and workload management skills.
• Fluent in English and Arabic, with excellent communication skills.

Behavioral

• Strong influencing skills and the ability to think systemically.
• Active listening and responsive communication.
• High integrity, energy, and commitment to the role.
• Calm, polite, and well-organized, even in high-pressure situations.
• Quick reaction time with a proactive and solutions-oriented mindset.
• Outstanding interpersonal and relationship-building abilities.

Key Relationships

Internal

• All OMRAN Departments and Subsidiaries.
• Shared Services Divisions Departments.

External

• Suppliers, Clients, and Stakeholders.
• Travel Agencies and Health Insurance Companies.
• Government and Private Entities.