Administrative HR Lead

This role involves collaborating 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.

Key Responsibilities

• 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 HR Specialist role, 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 ResponsibilitiesManpower 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.

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.

Requirements

• 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 & CompetenciesFunctional Skills

• 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 Skills

• 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.

RelationshipsInternal Relationships

• All departments and subsidiaries.
• Shared Services Divisions Departments.

External Relationships

• Suppliers, clients, and stakeholders.
• Travel agencies and health insurance companies.
• Government and private entities.

---