Personnel Administration Coordinator

Job Overview

This role involves managing various administrative functions within the human resources department, ensuring smooth employee onboarding and compliance during offboarding. The coordinator provides support across multiple HR services to foster positive employee relations, maintains and improves archiving systems, and handles recurring system and process issues. They ensure that employee records are archived accurately and timely, while assisting employees with Oracle Fusion system processes and communications concerning personnel documentation.

Primary Responsibilities

• Maintain precise and updated employee data for easy access and record keeping.
• Assist with exit clearances by delivering payment and confidential documents to Finance as directed.
• Oversee and update the company retirement plans, including issuing retirement notifications respecting required notice periods.
• Evaluate and preserve personnel records in compliance with retention policies.
• Manage HR-related archival materials within databases and physical repositories, providing retrieval services to employees.
• Establish and maintain partnerships with third-party archiving providers and manage their services.
• Conduct training sessions to improve archival processes and material retrieval.
• Advise employees and coordinators on HR policies, procedures, and systems.
• Support enhancement and automation efforts within Oracle Fusion's Personnel Module.
• Review employee self-service contributions, update assignment forms to ensure compliance and accuracy.
• Perform testing of new Oracle Fusion system initiatives and complete user acceptance tests.
• Troubleshoot system workflow errors, raise escalation to IT, and coordinate solutions.
• Lead the Oracle Fusion tasks among department coordinators and resolve process challenges.
• Generate and analyze reports for management review.
• Support internal audit processes by providing necessary documentation and information promptly.
• Carry out any other job-related responsibilities as assigned.

Qualifications and Experience

• Diploma in Secretarial Studies, Office Management, or an equivalent qualification.
• 3 to 5 years of experience in human resources or administrative roles.

Technical and Language Skills

• Proficient in office and web-based applications.
• Fluent in both Arabic and English including reading, writing, and speaking capabilities.