Talent Acquisition Coordinator

Reporting structure

Reports To:

Head of Talent Acquisition

Direct Reports:
None

** PREFERENCE WILL BE GIVEN TO QATARI CANDIDATES **

To support the recruitment and onboarding process, with a strong emphasis on documentation, reporting, agency agreements, and invoicing. Manage and streamline recruitment and onboarding administrative aspects, ensuring all processes run smoothly and efficiently and coordinate recruitment activities on behalf of the recruitment team, recruitment agencies, and new hires to provide seamless support throughout the recruitment cycle.

• Facilitate the end-to-end onboarding process for new hires, ensuring all necessary documentation is completed, including offer letters, contracts, and compliance forms.
• Coordinate with various departments (IT, HR, GS) to ensure a smooth onboarding experience, including setting up workstations, accounts, and training schedules.
• Provide new employees with company policies, procedures, benefits, and culture-related information to ensure positive first experience.
• Serve as a point of contact for new hires during the onboarding process, addressing queries and concerns in a timely manner.

• Ensure all recruitment documentation is up to date, accurate, and compliant with company policies and legal requirements.
• Maintain and organize records of candidate applications, interview feedback, offer letters, and contracts in both physical and digital formats.

• Coordinate with recruitment agencies to ensure agency agreements are in place and up to date.
• Track the terms and conditions of vendor agreements, ensuring compliance with company policies and legal standards.
• Collaborate with agencies to ensure timely delivery of candidate submissions and facilitate smooth communication between candidates and hiring teams.

• Assist in processing invoices related to recruitment agencies, background checks, job advertisements, and other recruitment-related services.
• Review and verify the accuracy of invoices, ensuring they match the agreed-upon rates in vendor contracts or agency agreements.
• Track and report on recruitment expenditures to assist with budget management and financial reporting.
• Collaborate with the finance team to ensure timely invoice payment and resolve discrepancies.

• Generate and maintain recruitment reports, including metrics on time-to-hire, and other key performance indicators (KPIs).
• Monitor the progress of recruitment campaigns, providing regular updates to the recruitment team.
• Analyze data to identify trends and areas for improvement in the recruitment and onboarding process.
• Prepare detailed reports on agency performance, hiring progress, and recruitment expenses for senior leadership and HR teams.

• Ensure all recruitment and onboarding processes comply with company policies, labor laws, and data protection regulations.
• Conduct periodic audits of recruitment files and documentation to ensure compliance and accuracy.
• Maintain up-to-date records of background checks, reference checks, and other pre-employment screenings.

• Provide a high level of communication support for candidates during the onboarding phase, ensuring they have a smooth transition into the company.
• Respond to candidate inquiries and provide information regarding company policies, the onboarding process, and required documentation.

• Oversee subcontractor agreements related to recruitment and onboarding services, ensuring all terms are clearly defined and compliant with legal and company standards.
• Follow up with recruitment agencies and subcontractors in a timely manner to ensure that resources are on boarded as per the department requirements, meeting deadlines and expectations.
• Arrange for necessary trade tests or skills assessments as required for specific roles, ensuring they are scheduled and completed in a timely manner.
• Ensure that all onboarding processes, including visa applications, gate passes, and other access…