Contracts and Appointments Associate – EFS Facilities Services in Abu Dhabi
Summary: Responsible for the creation and management of employment documentation with the objective of providing an effective and efficient contracts and appointments service that meets the needs of Client’s departments, employees and candidates. Works under broad supervision. Responsibilities: • Constructs and issues offer letters and employment contracts for new employees according to Client’s policies, rules and regulations • Schedules and coordinates with General Services for visa, travel, transportation and hotel accommodation arrangements • Verifies the completeness of all documentation pertaining to new hires, and completes the appointment procedures and formalities (medical check-up, police clearance, security approvals, etc) • Liaises with third parties engaged to complete employment background checks, and ensures the authenticity of all required professional educational qualifications and other certificates required by the immigration department • Manages the process of setting up and maintaining employees’ contracts in the Oracle system, and the process of contract renewal and other changes of employees’ status by liaising with the Records and Information Management Unit • Liaises with HRIS on Oracle system related issues regarding newly appointed staff • Appraises all appointment developments and provides weekly reports on the status of the candidate / newly appointed candidates (including offer status, visa and hotel arrangements, expecting joining date, and all other joining formalities) • Liaises with the Legal division on matters concerning the terms and conditions of employment contracts (renewals, amendments etc.) • Liaises with the Compliance Officer for the completeness of all necessary forms related to Client’s Code of Ethics • Liaises with the Entitlement Unit in the HR Payments section of new employee’s contracts, and provides the necessary documents to complete the process of new employee’s benefits (joining grant, joining tickets, accommodation process, school fees, etc) • Briefs new joiners and provides guidance on company personnel policies, rules, regulations procedures, conditions of employment, benefits and facilitates a orientation for new employees • Conducts induction programs for new joiners • Prepares renewal request forms and notices for all contracts types, and advises departments of the expiry dates of employees’ employment contracts prior to the expiry of contracts. Takes action to follow up on decisions to renew or revoke contracts • Provides advice to existing employees in answer to their queries related to Client’s rules, regulations, procedures and practices to ensure they are fully aware of their statutory entitlements, obligations, as well as amenities and services provided by Client, and all issues pertaining to condition of services and entitlements • Reviews terms and conditions of employment contract clauses that require improvement, and recommends the necessary changes / amendments • Liaises with the Compensation and Benefits section to finalise compensation structures and performance bonuses. Ensures that the compensation and benefits entitlements are in accordance with Client’s rules and regulations • Participates in planning and implementing department projects as required • Carries out other duties as required Education and Experience • Minimum Bachelors Degree in HR or Business Administration • New graduate or a minimum of 1 year relevant experience • Experience required in contracts management at a mid to large organisation • Experience required in developing employment documentation, including offer letters, new employment contracts, contract amendments / renewals • Fluency in Arabic (oral and written) • Knowledge of Client’s rules and regulations and their applicability to contracts of employment
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