Relocation and Onboarding Coordinator
Sidra Medical and Research Center
Total years of experience :19 years, 1 Months
Key Responsibility:
Ensure that new employees receive a five star experience during their relocation and transition into Sidra and Qatar. Acts as a key HR contact point with new employees providing information, guidance and the required support to ensure a smooth arrival and/or transition for both the employee and his/her family.
Duties and Responsibilities:
Assists the Manager - Relocation to deliver a professional, welcoming point of contact to new employees by providing them with prompt and accurate support during the relocation/local hire process.
Process relocation of consultants in terms of flights, final arrangements and document check prior to relocation.
Liaise with internal partners to confirm all internal Sidra requirements are completed prior to new hire onboarding.
Liaise with hiring managers on all related issues/questions/updates on their new hires.
Coordinates all elements of the Sidra’s relocation/orientation program/s including document preparations, follow up calls, meet and greet and gathering information/data.
Advises new employees on HR policies and procedures, as required, with regards to relocation, schooling, accommodation, flights, housing, etc.
Responds to requests for information from new employees within 24 hours.
Resolves problems as they arise and ensures that all staff in the Relocation team and internal partner departments are updated in a timely fashion.
Ensures that accurate records are maintained for all relocation activity in line with the department’s standard operating procedures.
Contributes to the management of the electronic filing system of Relocation documents on the shared folder and Sidra portal (where necessary).
Maintains confidentiality of employees and updates data and records for all onboarding activities and contributes to the management of the electronic/paper filing of onboarding documents.
Prepares e-mails, memos, letters and other documents as required.
Provides support to the Manager - Relocation with the preparation of reports related to relocation activity.
Identifies and communicates opportunities for improvement to processes within the Onboarding unit.
Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies
-Assist in AMLAK by identifying, evaluating, recommending and recruiting staff for the various vacancies within the Company. I am also responsible for ensuring that the key objectives relating to AMLAK’s recruitment initiatives are achieved.
Duties and Responsibilities:
-Plan, organize, and coordinate recruitment activities (i.e. supporting the evaluation of candidates, conducting background checks, etc.)
-Meet with various members of AMLAK personnel and/or committees in order to identify recruitment standards (i.e. defining positions, selection criteria, timelines for hire, etc.).
- Draft reports regarding AMLAK’s recruitment initiatives and responsibly, highlighting on the various statistical priorities (e.g. Qatarization initiatives, number of candidates hired, etc.).
-Support the development of interview questions and/or skills tests and writing exercises, as required.
-Contribute to the evaluations of various candidates by discussing candidate strengths, best fit practices, and areas of development with the Sr. Officer - Talent Sourcing and relevant AMLAK personnel.
-Review interview questions; offer suggestions to clarify ambiguous inquiries.
-Prepare a database of applicants and their resumes for future reference; compile, monitor and track all recruitment profiles, applications and statistical information; report these elements as required.
-Respond to applicants’ inquiries both orally and in writing.
-Negotiate contract terms with candidates as required; collaborate with the Sr. Officer - Talent Sourcing and/or the Manager - Talent Sourcing & Development for final offers.
-Review recruitment paperwork for completeness and accuracy such as job announcements, interview questions, record sheets, etc. in coordination with the Sr. Officer - Talent Sourcing.
-Design, research costs and submission requirements for advertisements and places advertisements in local newspapers, publications, on the Internet, etc. to ensure that applicant pools are large and diverse
- Support the AMLAK Qatarization program by ensuring the recruitment and retention of Qatari nationals.
-Actively follow and promote all AMLAK policies and procedures.
-Perform other tasks and duties that may be from time to time required in order to meet the requirement of the role and the objectives of AMLAK.
Recruitment and Selection:
- Carry out the day to day contact and relationship with employment agencies, ensuring a seamless flow of screened candidates from these agencies or form other recruitment channels.
-Coordinate on daily basis with hiring managers in all ASTAD departments on progress and status of hiring for candidates in process of hiring, ensuring no lags or delays in the recruitment process.
-Maintain and update on a day to day basis a recruitment database that holds information on potential CV’s and interviewed candidates ensuring that this information database will aid in fulfilling the future manpower requirements.
-Participate in or extend all the recruitment administration support required for all recruitment campaigns.
-Carry out all of candidate selection methodologies (such as structured interviewing, psychometric testing and other forms of assessment) based on ASTAD job requirements / organizational culture.
-Participate, in consultation with Recruitment Supervisor, in the development of effective sourcing plans (including campaigns, job fairs, web site etc) in order to facilitate positioning of ASTAD as an employer of choice.
Recruitment Plan:
-Assist in the setting of a comprehensive recruitment plan ensuring alignment of all business requirements to promote achievement of ASTAD’s business strategy.
- Follow and support implementation of the approved recruitment plan by abiding to set timelines to facilitate achievement of organizational objectives.
Offers and Contract Development:
-Support in development and negotiation of employment terms (as per authority matrix) with suitable candidates and make offers ensuring adherence to statutory laws, market practices and ASTAD’s HR governance framework.
-Coordinate with other HR functions - Performance and Rewards, HR Administration and Legal etc. to ensure development of offer letters and competitive contracts in line with ASTAD HR strategy and market practices.
Management of Administration Activities:
- Ensure efficient coordination with the relevant departments and advise them of the outcome of the recruitment process in order to facilitate timely provision of appointment letters/ the induction process of the new employees
- Ensure all regret letters are issued to rejected candidates informing them of their non- selection.
- Ensure handing over of an accurate file and/or accurate HR system update of newly recruited candidates to the HR Admin section.
• Make sure that every confidential matter will be handled with complete discretion.
• Ensures every document including method statements, material submittals, ITP’s ( Inspection and Test Plan ), construction drawings, internal forms, letters, purchase requests etc. will be sign by the Project Manager on time.
• Process suspense and petty cash payments for every Project Manager’s needs.
• Reminds every department managers on set of meetings.
• Arrange appointments and meeting rooms for visitors.
• In charge of flight, hotel and restaurants reservation.
• Maintain well-organized files.
• Keeps copies of all incoming and outgoing fax, letters and packages.
• Responsible for updating organizational chart and other reports given and keep tracks of it.
• Keeps and updates every contact details of the staff, subcontractors, consultant and the client.
• Responsible for stationery stocks.
• Answers/ transfers telephone calls, screens callers, relays messages, and greets visitors.
• Maintains calendar, schedules appointments and meeting rooms.
• Drafts letters and memos.
• Records and writes minutes of the meeting.
• Additional responsibilities assigned as required.
• Manages and expands businesses with major European distributors
- Provides accurate and on-time responses to distributor and customer inquiries via email or telephone
- Coordinates with Engineers in providing total solution and customer satisfaction
- Prepares quotations to clients, referring to standard pricelist and internal quotes from purchasing department
- Follow-up leads
- Arrange necessary documents and link with all responsible departments in preparing drawings, samples and other related documents requested by clients
- Processes orders and samples (using ERP system) and ensures on-time deliveries
- Resolves delivery and after-sales issues
- Ensures that payments are settled on time
• Identifies potential customers and develops business with them
- Filters customer registrations from company website and check which among the registered users could be potential direct customers and start communicating and doing business with them
• Prepares weekly and monthly reports
• Generates Sales Forecast
• Provides vital customer/distributor information to marketing and executes marketing strategies
• Monitors team performance and reports directly to Sales Manager
• As sales team leader, constantly reviews sales activities and comes up with recommendations to improve sales procedures towards efficiently achieving target
• Conducts trainings to newly-hired sales engineers and sales assistants
• Manages and expands businesses with major European distributors
- Provides accurate and on-time responses to distributor and customer inquiries via email or telephone
- Coordinates with Engineers in providing total solution and customer satisfaction
- Prepares quotations to clients, referring to standard pricelist and internal quotes from purchasing department
- Follow-up leads
- Arrange necessary documents and link with all responsible departments in preparing drawings, samples and other related documents requested by clients
- Processes orders and samples (using ERP system) and ensures on-time deliveries
- Resolves delivery and after-sales issues
- Ensures that payments are settled on time
• Identifies potential customers and develops business with them
- Filters customer registrations from company website and check which among the registered users could be potential direct customers and start communicating and doing business with them
• Prepares weekly and monthly reports
• Generates Sales Forecast
• Provides vital customer/distributor information to marketing and executes marketing strategies
• Monitors team performance and reports directly to Sales Manager
• As sales team leader, constantly reviews sales activities and comes up with recommendations to improve sales procedures towards efficiently achieving target
• Conducts trainings to newly-hired sales engineers and sales assistants
• Receive reservations for accommodation from clients, either in person or by telephone, fax or email
• Take guests' details and allocate their rooms
• Talk to transport carriers (e.g. airlines, bus companies, rental car agencies) to make travel arrangements for guests and their luggage.
• Inform guests about the hotel’s facilities, policies and procedures
• Make reservations for sightseeing tours, restaurants, the cinema and live entertainment
• Deal with enquiries and requests from guests
• Calculate guests' bills and issue receipts upon payment
• Arrange accommodation for guests traveling to other destinations
• Coordinate the cleaning of guests' personal laundry, shoe shining and room service deliveries
• Follow in-house procedures to help ensure the security of guests and employees