Talent Acquisition Coordinator

Overview Reporting structure

Reports To : Head of Talent Acquisition

Direct Reports : None

Job Summary and Purpose To support the recruitment and onboarding process, with a strong emphasis on documentation, reporting, agency agreements, and invoicing. Manage and streamline recruitment and onboarding administrative aspects, ensuring all processes run smoothly and efficiently and coordinate recruitment activities on behalf of the recruitment team, recruitment agencies, and new hires to provide seamless support throughout the recruitment cycle.

Key Accountabilities Onboarding Support :

Facilitate the end-to-end onboarding process for new hires, ensuring all necessary documentation is completed, including offer letters, contracts, and compliance forms.

Coordinate with various departments (IT, HR, GS) to ensure a smooth onboarding experience, including setting up workstations, accounts, and training schedules.

Provide new employees with company policies, procedures, benefits, and culture-related information to ensure positive first experience.

Serve as a point of contact for new hires during the onboarding process, addressing queries and concerns in a timely manner.

Recruitment Documentation Management :

Ensure all recruitment documentation is up to date, accurate, and compliant with company policies and legal requirements.

Maintain and organize records of candidate applications, interview feedback, offer letters, and contracts in both physical and digital formats.

Agency Agreement & Vendor Management :

Coordinate with recruitment agencies to ensure agency agreements are in place and up to date.

Track the terms and conditions of vendor agreements, ensuring compliance with company policies and legal standards.

Collaborate with agencies to ensure timely delivery of candidate submissions and facilitate smooth communication between candidates and hiring teams.

Invoicing and Budget Tracking :

Assist in processing invoices related to recruitment agencies, background checks, job advertisements, and other recruitment-related services.

Review and verify the accuracy of invoices, ensuring they match the agreed-upon rates in vendor contracts or agency agreements.

Track and report on recruitment expenditures to assist with budget management and financial reporting.

Collaborate with the finance team to ensure timely invoice payment and resolve discrepancies.

Reporting & Analytics :

Generate and maintain recruitment reports, including metrics on time-to-hire, and other key performance indicators (KPIs).

Monitor the progress of recruitment campaigns, providing regular updates to the recruitment team.

Analyze data to identify trends and areas for improvement in the recruitment and onboarding process.

Prepare detailed reports on agency performance, hiring progress, and recruitment expenses for senior leadership and HR teams.

Compliance and Documentation Auditing :

Ensure all recruitment and onboarding processes comply with company policies, labor laws, and data protection regulations.

Conduct periodic audits of recruitment files and documentation to ensure compliance and accuracy.

Maintain up-to-date records of background checks, reference checks, and other pre-employment screenings.

Candidate Engagement and Communication :

Provide a high level of communication support for candidates during the onboarding phase, ensuring they have a smooth transition into the company.

Respond to candidate inquiries and provide information regarding company policies, the onboarding process, and required documentation.

Managing Subcontractors :

Oversee subcontractor agreements related to recruitment and onboarding services, ensuring all terms are clearly defined and compliant with legal and company standards.

Follow up with recruitment agencies and subcontractors in a timely manner to ensure that resources are onboarded as per the department requirements, meeting deadlines and expectations.

Arrange for necessary trade tests or skills assessments as required for specific roles, ensuring they are scheduled and completed in a timely manner.

Ensure that all onboarding processes, including visa applications, gate passes, and other access requirements, are addressed promptly to avoid delays in the new hire’s start date.

Additional Administrative Support :

Provide general administrative support to the recruitment team, including managing calendars, arranging meetings, and preparing meeting materials.

Assist with organizing and coordinating recruitment events such as job fairs, webinars, or recruitment drives.

Assist with special projects and ad-hoc tasks as required by the recruitment team.

Generic Accountabilities :

Safety, Health, Environment, & Quality (SHEQ) :

Adhere to all relevant SHEQ policies, procedures, instructions and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures :

Follow all relevant departmental policies and procedures so that work is carried out in a controlled and consistent manner.

Others :

Carry out any other duties as directed by the Head of Talent Acquisition.

Qualifications, Experience and Skills Qualifications :

Bachelor's degree in Human Resources, Business Administration, or a related field.

Experience :

A minimum of 3 years’ experience in HR, recruitment coordination, or administrative support, focusing on onboarding and documentation.

Job Specific Skills :

Familiarity with recruitment processes, agency management, and invoicing.

Strong attention to detail and excellent organizational skills, with the ability to manage multiple tasks simultaneously.

Exceptional communication skills, both written and verbal, with a focus on professional, clear, and concise correspondence.

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HR software, applicant tracking systems (ATS), and document management tools.

Ability to maintain confidentiality and handle sensitive information with discretion.

Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

A proactive and collaborative approach to working with internal teams, external vendors, and candidates.

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