Arabic Onboarding Coordinator (Contract)

Arabic Recruitment Onboarding Coordinator (Contract)

To efficiently manage the onboarding and pre-boarding process, including candidate visa issuance, pre-employment requirements, and related administrative tasks, ensuring a smooth transition for new hires across all Milaha offices.

Responsibilities

Onboarding & Pre-boarding Management : Coordinate and execute the end-to-end onboarding procedures, including collection of documents, requesting visa issuance or transfer, booking joining tickets and hotel if applicable, preparation of workstation, equipment setup and access, and company orientation to ensure a smooth onboarding experience.

Develop comprehensive onboarding plans and encourage goal-setting discussions with new hires and their managers.

Ensure timely and accurate completion of all required onboarding paperwork.

Facilitate engaging new hire orientations, acting as a key point of contact for guidance and support throughout the onboarding process.

Actively contribute to the ongoing enhancement of onboarding processes and procedures.

Ensure timely conversion of employee records in ORC activating necessary access for the new hire.

Prepare and submit visa applications and related documentation accurately and efficiently.

Liaise with internal stakeholders to facilitate timely processing of visas.

Track visa statuses and proactively address any potential delays or issues.

Provide guidance and support to international hires on visa-related matters.

Pre-Employment Requirements

Administer and track pre-employment checks, including medical assessments, background checks, and reference checks.

Ensure all pre-employment documentation is completed accurately and in a timely manner.

Follow up with candidates and relevant departments to resolve any outstanding pre-employment requirements.

Cross-Functional Collaboration & Communication

Collaborate cross-functionally with various departments to ensure a seamless transition for new hires, with emphasis on IT and payroll.

Effectively communicate with managers and supervisors to ensure understanding of the onboarding process and readiness to integrate new team members.

Manage and process all recruitment-related invoices, including verifying accuracy, coordinating with vendors and internal departments, ensuring timely approvals, and maintaining proper documentation for record-keeping and financial reconciliation.

Documentation & Record Keeping

Initiate creation of organized employee files and records, ensuring accuracy and compliance related to onboarding and visa processes.

Maintain accurate and up-to-date employee records related to onboarding, visa processes, and pre-employment checks in the HRIS and other relevant systems.

Ensure all onboarding paperwork is completed, filed, and compliant with company policies and legal requirements.

Generate reports and provide updates on onboarding progress and visa statuses as needed.

Maintain accurate and up-to-date records of new hire activities and status to monitor progress and improvements.

Orientation & Compliance

Coordinate and schedule engaging new hire orientation sessions, covering safety and compliance aspects.

Ensure all onboarding activities and visa processes comply with company policies, local labor laws, and immigration regulations in Qatar.

Stay updated on any changes in relevant legislation and internal procedures.

Problem-Solving & Process Improvement

Act proactively as a problem-solver, identifying and addressing challenges in the onboarding workflows.

Actively contribute to the ongoing enhancement of onboarding processes and procedures.

Identify and recommend improvements to the onboarding process and related systems.

Participate in cross-functional projects and initiatives, contributing to the broader goals of the HR department.

Collaborate with the HR team to develop and implement effective retention strategies, contributing to a positive work culture.

Provide flexibility to perform other HR-related tasks as needed, demonstrating versatility and adaptability.

Qualifications & Requirements

Education & Professional Qualification :

Diploma or vocational training in Secretarial Studies, Business Administration, Human Resources, or related administrative field. Preferred : Bachelor's degree in a relevant field (e.g., Business Administration, HR).

Professional Experience :

2-3 years of relevant experience in onboarding / recruitment mobilization.

Geographic Experience :

Familiarity with administrative procedures and logistical requirements within Qatar; experience with visa processing and regulations in Qatar is a significant asset.

Computer Skills :

Proficiency in Microsoft Office Suite and web-based applications; experience with ATS and HRIS is a plus.

Language Skills :

Business fluent in English and Arabic (written and spoken) is essential.

Market / Industry / Functional Knowledge :

Understanding of HR / recruitment processes, data management, and confidentiality; familiarity with onboarding and visa processes.

Seniorities & Employment

Seniority level : Associate

Employment type : Temporary

Job function :

Human Resources and Administrative

Industries :

Oil and Gas, Shipbuilding, Transportation, Logistics, Supply Chain and Storage

Note : This description focuses on onboarding coordination responsibilities and requirements for the Arabic Recruitment Onboarding Coordinator role. It excludes non-relevant boilerplate content and future job postings.

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