HR Specialist

Job Description* *

Job Title:
HR Specialist
School / Location:
District Office (DO)
School / Department:
HR
Job Status:
Full-time
Salary Code:
Support Staff
Work Days / Hours:
‎210 days @ ‎8 hours per day
Eligible Applicants:
Saudi National
Position Start Date:
‎01 August ‎2023
Application Deadline:
Until filled
Reports to:
Balqees Al-Ghamdi, HR Manager
Requisition Number:
‎08-‎2324-‎062
Summary
The HR Specialist is a fundamental and core role within the HR department and
is responsible for the key activities required to support all stakeholders
(supervisor, recruiters, prospective employees, colleagues, et al) as part of
the hiring, arrival, and onboarding of new employees into ISG. The
responsibilities and duties are all aligned with giving accurate and timely
advice to all site employees. This role is to assess, anticipate and support
all HR-related needs within the organization in line with the standardized
agreed processes and regulations. All special cases are to be re-directed to
the appropriate Administrator.
Job Duties
The successful candidate will be able to effectively:
* Demonstrate a commitment to the safety and security of children and young people (child protection)
* Demonstrate the ability to handle and process confidential data and matters
* Demonstrate the ability to accurately convey specialized information and data
* Ability to organize, prioritize and manage time to meet deadlines
Document management
* Prepare drafts of all legal and non-legal employment documents (Offer Letters, Employment Agreements et al) accurately and according to information and standard operating procedure requirements within ‎24 hours of receiving a request containing all required information
* Distribute and/or collect required employment and personnel documents from prospective and new employees and hiring teams according to HR best practices and standard operating procedures to ensure complete files
* Prepare and produce digital (electronic) and paper personnel files according to department requirements and standard operating procedures
* File personnel papers within personnel folders, physically and digitally, and according to standardized folder structure and organization, as requested
* , organize, and prepare paperwork permit application files according to the MOE requirements and standard operating procedure as requested
* Prepare welcome packs
* Prepare allowance requests for authorization for International hires
* Review and validate invoices from 3rd party vendors supporting International hire arrival
Communication, coordination, and facilitation
* Maintain (read/reply) ISG Recruitment ([email protected]) mailbox according to department standards by ensuring that all relevant requests are addressed/ acknowledged within ‎24 hours of receipt
* Coordinate and conduct the verbal offer and benefit consultations with all International-hire and requesting Dependent and Saudi National prospective employees as part of their offer evaluation process
* Coordinate and conduct verbal work visa/permit application process and onboarding consultations with new International-hire and requesting Dependent-hire employees
* Communicate proactively, succinctly, and effectively with all stakeholders and prospective employees during the new hire's arrival and onboarding process
* Establish employee number in Skyward, request ISG Google account, and authorize employee security badge (for Dhahran campus employees)
* Coordinate, communicate, and arrange flights and "meet and greet" arrival support for new International-hire employees
* Proactively communicate and collaborate with other district departments (Sites, Support Services, Finance, GRO, et al) as needed to facilitate a smooth arrival and onboarding process
Information management
* Maintain (add/update/delete) ISG's profile and employee benefits on 3rd party recruitment websites (Search Associates, GRC, UNI, TES, etc.) to ensure profile, job vacancies, and employment benefits are consistently displayed accurately
* Maintain (add/update/delete) internal spreadsheet tools accurately and according to department standards
HR System and Process Maintenance
* Maintain HR Manual Files, with all up-to-date and accurate information
* Ensure all filing is completed weekly
* Enter and maintain accurate data on Skyward
* Ensure that all data and personal information is kept confidential and secure
* Develop monthly HR reports to support leadership and board reporting
To complete other tasks as required by the HR Manager
Qualifications and Knowledge
The ideal candidate will have:
* Minimum of bachelor's degree in a related field of study Business or HR Related
* Sound knowledge of HR best practices
* General understanding of HR Policies and Regulations

Experience and Skills
The ideal candidate will have:
Experience
* Experience with Google Suite and Microsoft Office
* Experience in working with confidential information
* Minimum of two years experience working within an HR Role
* Previous experience in a support, coordination, facilitation, and customer service role
Skills
* Excellent command of English and Arabic, both verbal and written
* Excellent computer literacy (Mac or PC, Google Suite, Microsoft Office)
* Ability to demonstrate highly-developed organizational skills
* Ability to learn quickly, synthesize information, adapt, and apply learnings
* Ability to demonstrate effective time management with the ability to prioritize workload, work under pressure, and meet deadlines
* Ability to deliver quality work within a specified timeframe
* Ability to demonstrate sensitivity to and cultural awareness of all stakeholders along with the ability to adapt work style to meet their needs
* Ability to build and deepen positive, long-standing stakeholder relationships through transparent behavior
* Ability to communicate tactfully, constructively, and appropriately to audiences and stakeholders of all levels
* Ability to maintain professional composure in receipt of challenging or unfavorable news
* Ability to deliver unfavorable news while maintaining positive relationships
* Ability to demonstrate professional maturity and discretion to handle a range of situations while maintaining the highest level of confidentiality
* Ability to resolve conflict constructively
* Ability to demonstrate active listening skills
* Ability to anticipate stakeholder needs and demonstrate initiative by meeting or exceeding expectations
* Ability to creatively and independently solve problems
* Ability to demonstrate effective decision-making using data
* Ability to demonstrate responsiveness to requests for action/ assistance action without prompting
* Ability to deliver proactive status updates on outstanding work, anticipate next steps and take action without prompting
* Ability to take ownership of errors, omissions, and poor judgment/ decision-making without prompting
* Ability to demonstrate teamwork by proactively sharing information and collaborating constructively for the best outcomes by designing "win/win" solutions
* Ability to demonstrate loyalty