Onboarding Specialist
AESG · Dubai, UAE
Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm.
We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management.
We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative experience in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management and acoustics.
JOB PURPOSE
- Responsible for coordinating and managing the end-to-end onboarding process for new employees.
- Contribute towards employee satisfaction through effective onboarding processes.
- Complete tasks effectively within agreed timelines in line with AESG’s HR policies and processes.
QUALIFICATION / EXPERIENCE
- Bachelor’s degree in HR Management, Psychology or equivalent academic qualification to carry out the role.
- Minimum 2-3 years of experience working in the Human Resources function, supporting a fast-growing business environment.
- Working experience in the UAE preferred.
- Proficient in Microsoft Office (Word, Excel and PowerPoint)
GENERAL EXPECTANCY
- Moderate experience and proficiency in multiple competencies.
- Capable of handling tasks with supervision.
RESPONSIBILITIES
Contract Generation
- Draft and generate employment contracts and offer letters in accordance with the company policies and local labour laws.
- Ensure accuracy and consistency of contract details such as job titles, compensation, benefits, and reporting lines.
- Collaborate with TA and management to update employment contract templates and ensure compliance with relevant legislation.
- Ensure that the contract is supported with a job description.
Pre-onboarding:
- Generate, seek approval and issue employment contracts for new hires identified by the TA team.
- Coordinate with new joiners for all employment related documents, making sure to have relevant documents prior to the joining date.
- Sending pre-joining emails to new joiners and arrange onboarding plan in coordination with Line Manager and internal stakeholders (e.g., IT, HSE).
- Responsible for preparing an Onboarding schedule for Senior roles for their first thre weeks in consultation with Line Managers and relevant Departments.
- Prepare and assist with the Onboarding kit, arranging the workstation, coordinate with various stakeholders including Admin and IT.
- Ensure the new starter checklist is updated before the joining date.
- Coordinate with the Travel team for Flight and hotel booking of overseas candidates.
- Coordinate with agencies (third party) for certificate attestation and visa purposes if they are relocating to UAE/KSA from another country.
- Coordinate with IT and other involved stakeholders on corporate emails creation, software requests and NetSuite licenses and ensure the completion of all related pre-onboarding IT processes.
- Notifying the Team, Line managers and IT on confirmed start date of candidate by blocking their calendars well in advance.
- Assist in pre-employment processes (coordinate with the Line Managers and other involved stakeholders to get the relevant updates on the onboarding agenda and ensure all required tools are in place)
On-boarding / HR correspondence
- Create employee profiles on the HRIS
- Update progress of pre-joining and joining tasks completion status on MS Team
- Send weekly new joiner report to Marketing team for update on HIVE.
- Send weekly onboarding reports to the Heads of Divisions.
- Maintain employee records and ensure all employment documents are saved in individual employee folders (e.g., Employment contracts, Addendums, JD’s, passport copies, etc.)
- Assist Head of HR and Director of Operations on various required onboarding requests and correspondence
- Work together with the Head of HR on Onboarding/ HR templates, paperwork and presentations/ reports, ensuring accuracy and relevance
- Process employees’ requests and provide relevant information and updates
- Coordinate and confirm meeting rooms, calendar schedules etc.
- Collaborate and assist PRO on the UAE employment visa processes for employees Assist in providing the relevant documents and employment information to the PRO; Assist our PRO on other required travel arrangements for our employees
- Work proactively with other team members and the HR team based on required job responsibilities
- Liaise with PRO regularly on visa progress in UAE and KSA.
- Ensure UAE Nationals are enrolled into the Pension scheme (GPSSA) within 30 days of joining.
- Enrol all new hires into the Unemployment Insurance Scheme (ILOE) and manage the annual renewals on the ILOE portal.
- Enrol all UAE new hires into the local medical scheme.
- Enrol new hires into BrightSafe, allocating appropriate onboarding training modules to their plan.
- Support in benefits administration for other global locations as required.
Ad-hoc tasks as and when required:
- Update HRIS on a regular basis (e.g., new hires, leavers, vacation, sick leaves, etc.)
COMPETENCIES
- Leadership / Management skills - Incorporating management or supervision of tasks. Comprehending mentor guidance while still taking the initiative, occasionally seeking guidance to ensure successful performance.
- Communication / Collaboration - Engaging in more complex interactions, such as active participation in meetings, presenting to small groups, and contributing to team discussions. Working as part of a team (collaboration). Clear communication with good listening skills, patient, adaptable and take responsibility.
- Technical Knowledge / Expertise - Collaborating with more experienced colleagues, leveraging their valuable insights and feedback. Developing analytical skills and ability to autonomously execute operational tasks following instruction.
- Creativity / Innovation - Actively participating in Operational projects. Contributing ideas and solutions that align with their role’s responsibilities. Collaborating and learning to refine and expand upon concepts. Demonstrating adaptability and flexibility.
- Stakeholder Focus / Relationship Building - Managing communication on tasks and operational projects with support from more senior team members. Independently manage third-party providers.
- Strategic Vision / Planning - Contributing to the larger picture. Buy-in to corporate strategy. Learning to prioritise asks and coordinate with colleagues.
DEMONSTRATED KNOWLEDGE BASE AND PROFESSIONAL SKILLSET
- Time Management / Planning - Coordinating tasks and operational projects. Learning to set delivery timelines, delegate tasks, and use basic software tools. Understanding the importance of planning and scheduling. Able to set priorities, identify and reduce common distractions.
- Industry Experience / Thought Leadership - Supporting team in Operational project delivery. Handling larger subsets of tasks.
- Operational Delivery - Contributing by independently carrying out tasks and supporting more senior team members. Developing skills in task management, process optimisation and problem-solving.
- Leadership / Team Management Experience - Demonstrates strong willingness to learn and developing enthusiasm for the principals of leadership and management. Contributing to shared goals and upholding AESG Core Values.
- Commercial Acumen/ Business Development - General understanding of the operational and commercial aspects within the organisation, including cost control. Assisting senior team members in tasks, tracking progr