Key Accountabilities & Responsibilities
1. Employee Mobilization & Joining Coordination
- Manage the employee mobilization journey from offer acceptance through to the employee's first day, ensuring all joining arrangements are completed within agreed timelines.
- Coordinate joining logistics, including travel bookings, accommodation, transportation, document collection, workstation readiness, IT equipment, and system access.
- Develop joining schedules and coordinate with hiring managers to ensure new employees are adequately prepared and supported before their start date.
- Oversee the completion of onboarding formalities and facilitate the smooth transition of new employees into the organization.
2. Government Liaison & Employment Documentation
- Handle the preparation, submission, and follow-up of employment visa applications, visa transfers and other immigration related formalities.
- Coordinate with relevant government authorities, internal departments, and external service providers to facilitate employment and immigration processes.
- Monitor visa validity, application progress and outstanding requirements, ensuring timely action to avoid delays.
- Advise and guide new employees on required documentation, visa procedures, and applicable employment formalities in Qatar.
- Ensure all employment and immigration documentation is maintained in accordance with applicable Qatar regulations and company requirements.
3. Pre-Employment Clearance & Employee Data Administration
- Coordinate the completion of pre-employment formalities, including medical examinations, background screening, reference verification and other required clearances.
- Ensure candidate records are accurately transitioned into employee records within Oracle Recruiting Cloud, coordinating the necessary system access and onboarding activities.
- Establish and maintain complete employee documentation, ensuring accurate data entry, proper filing, confidentiality and accessibility of records.
- Maintain updated onboarding and mobilization trackers, generating periodic reports on joining progress, visa applications, and pending requirements.
4. Operational Coordination & Service Delivery
- Act as the coordination point between Talent Acquisition, HR, IT, Payroll, Administration, hiring managers, and external service providers to ensure all joining requirements are fulfilled.
- Follow up with relevant departments to address operational dependencies and resolve issues affecting employee mobilization.
- Coordinate recruitment related financial administration, including invoice verification, supporting documentation, vendor follow-ups, approval tracking, and payment coordination.
- Provide timely updates to relevant stakeholders on onboarding progress, visa status and any potential delays.
- Support the wider HR function in administrative activities and cross-departmental initiatives as required.
5. Governance, Compliance & Operational Excellence
- Ensure all onboarding, employee documentation, and mobilization activities adhere to established company policies, internal controls, and applicable Qatar labor and immigration regulations.
- Maintain awareness of regulatory changes and assess their impact on existing onboarding and employment procedures.
- Identify process gaps, operational bottlenecks, and opportunities to improve the efficiency of employee mobilization and onboarding.
- Contribute to HR initiatives that improve employee integration, engagement, and the overall joining experience.
- Undertake other related responsibilities as assigned by the line manager.
Requirement
1.Education
- Minimum qualification - Diploma in Human Resources, Business Administration, Secretarial Studies, or a related discipline.
- A Bachelor's degree is preferred.
2.Experience
- 2–3 years of relevant experience in employee mobilization, onboarding, HR operations, or recruitment administration.
- Practical experience coordinating pre-employment formalities, joining arrangements, and employee documentation.
- Exposure to visa processing and immigration procedures in Qatar is highly desirable.
3.Technical Competencies
- Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.
- Experience working with HRIS, Applicant Tracking Systems and digital employee record management platforms is an advantage.
- Strong administrative, documentation, reporting, and data management capabilities.
4.Functional & Market Knowledge
- Understanding of employee onboarding, recruitment mobilization, and HR operational processes.
- Familiarity with Qatar's employment procedures, labour regulations, and immigration requirements.
- Ability to coordinate with government authorities, external service providers, and internal business functions.
- Understanding of corporate HR operations and the interdependencies between Talent Acquisition, HR, Payroll, IT, and Administration.
5.Language & Communication
- Business fluency in English. Arabic is preferred.
- Strong coordination, interpersonal, and communication skills, with the ability to engage effectively with employees, candidates, managers and external stakeholders.
