HR & Office Co-Ordinator
Saudi Arabia - Riyadh Administrative Support Fixed Term Main point of Contact for local PRO Services, working alongside EMEA HRSS TL to performance manage Vendor services of PRO.
Maintain auditable files of local wet-signatures/Trackers/Reporting.
Support PRO with Portal Access tracking and registration
Maintain Coordination of Government Portals access and reporting alongside PRO, including having access to support admin within the portal itself as representative of Gilead.
Preparation of all kinds of letters in Bi-Lingual format to various government and private entities including to bank or any other Saudi entities that includes processing family visit visa and Chamber of Commerce attestation.
Tracking all Non-Saudi nationals work permit, Iqama, and exit re-entry validity and will notifying the employees 30 days in advance for renewal purpose
Managing business-travellers visa support and providing service through MUQEEM portal
Work closely with Global Mobility for Visa Renewal processing.
Proactively update business processes and process documentation to ensure accuracy, relevance and consistency for the kingdom.
Proactively document new processes and or update missing steps process documents, as needed.
In the absence of processes, policies and procedures, will be responsible informing EMEA HR Shared Services relevant POD and assist in mapping and implementing new versions in compliance with local regulations and within the standardized, streamlined and globalized HR business processes.
Participates in the development and implementation of the HR policies and procedures according to relevant local labor law, keeping HR Shared Services POD Teams up-to-date as and when needed.
Work with EMEA HR Shared Services PODs on any misleading data, helping to investigate and reconcile discrepancies of raised queries where able.
Will proactively maintain and administer accurate and timely data as sought from HRBP; update and reconcile data as required to ensure information is current and accurate.
Will provide support for a range of administrative processes supporting the employee lifecycle as locally required.
Provides advice and counsel to managers and employees on various issues, including the interpretation of HR policies and procedures, via support/partnership of EMEA HR Shared Services POD Teams.
Manage local benefits related administration/awareness crafting, documenting, and maintaining interest as required.
Welcome visitors and new hires to the office spaces.
Support COEs with the upkeep of GNet brochures and information/documents belonging to local teams such as Health and life insurance presentation and other benefits.
Help local team members with ESC management and language limitations
Collects, researches, and analyses data for assigned projects, and then makes recommendations, supporting HRBP/Sales/GM.
May participate in the development, implementation, communication, and administration of multiple local programs and/or activities (HR and Otherwise).
Interacts with internal and external staff on significant matters often requiring coordination between organizations.
Manages compliance requirements of HR administration and data management for an assigned area and may train others in tasks.
Works Closely with local leadership to maintain their business needs and inputs between the entities - Following office workflow procedures to ensure maximum efficiency; Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
Ensure that office operations are efficient and add maximum value to the organization, including monitoring office supplies inventory - placing orders where necessary utilizing financial PO system.
Support any local non-HR Audit/Compliance requirements.
Excellent verbal, written, and interpersonal communication skills are required.
Ability to inspire confidence from leadership and team members while driving clarity, alignment, and accountability throughout a fast-paced, complex matrix environment.
Requires full working knowledge and understanding of HR legislation/employment law, principles, policies, and procedures.
While not necessarily the subject matter expert in each HR specialty area, must be able to discuss with management basic organizational development matters.
Possess a strong customer service orientation while maintaining a high level of integrity and confidentially with each interaction.
Must be able to independently identify appropriate actions to take in resolving staffing and/or employee issues using well-defined HR policies and procedures.
Work is performed under general direction. Participates in determining objectives of assignment.
Plan schedules and arranges own activities in accomplishing objectives.
Work is reviewed periodically for adequacy in meeting objectives.
Familiarity and understanding of Local Labor Law.
Ability to prioritize workload to complete assigned deliverables within the allocated timeline.
Candidate will ideally suit a self-starting team player who understands how to successfully operate through a matrix model, build strong international networks, comfortable with ambiguity and flexible.
Relevant experience in the HR field, preferably within a Global Corporate, mixed culture/time zone business.
BA or BS degree, preferably with an emphasis in HR or Business.
A Master’s degree can be substituted for 2 years of relevant experience.
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Fluent in English & Arabic and a Saudi Arabian Citizen