Requirements
Bachelor's degree in Human Resources, Business Administration, Management, or a related field. Minimum 3 years of relevant experience in onboarding, employee mobilization, HR operations, government relations, talent acquisition, recruitment, or a closely related area. Experience supporting academic or higher-education onboarding is preferred. Working knowledge of UAE employment and immigration processes is required. Proficiency in HRIS/ATS, strong attention to data accuracy, document control, record keeping, and timely follow-up are essential.
Description
Key Accountabilities And Responsibilities Candidate Experience & Academic Onboarding Manage the onboarding of newly appointed faculty members from offer acceptance until joining and handover to the College/Office. Act as the main contact for new faculty members and provide clear guidance on documents, requirements, timelines, and next steps. Confirm the employee's joining date, College/Office, reporting line, and key joining details. Coordinate joining arrangements, including orientation, email and system requests, ID/access, equipment, and College induction. Ensure a smooth handover to the line manager and College/Office and follow up on outstanding onboarding matters. Documentation & Verification Collect, review, and track required onboarding documents, including academic qualifications, experience certificates, identification documents, licences, and other required records. Coordinate pre-employment requirements, including reference checks, qualification verification, employment verification, and required clearances. Assign and track the probation form at joining in line with the Employee Confirmation Policy. Track outstanding documents and approvals, follow up on delays, and escalate cases that may affect the joining date. Mobilization & Logistics Coordinate with Academic Affairs, Colleges, the Office of Community Engagement, HR Operations, and other relevant offices to complete joining requirements. Coordinate visa, work permit, medical, Emirates ID, relocation, and related arrangements for international faculty members through the responsible University offices. Coordinate the joining advance payment for eligible international hires in line with Talent Acquisition / Employee Advances requirements. Coordinate onboarding logistics and ensure required arrangements are ready before the employee's joining date. Records & Reporting Maintain accurate onboarding records, trackers, documents, approvals, and case updates in the University's HR systems. Prepare regular and ad-hoc reports on academic onboarding, including upcoming joiners, onboarding status, outstanding requirements, delays, completion rates, and other requested information. Monitor onboarding progress and highlight cases, trends, or delays requiring management attention. Compliance & Process Improvement Maintain confidentiality and ensure onboarding activities follow University policies, procedures, and applicable regulatory requirements. Identify recurring onboarding issues and recommend practical improvements to workflows, checklists, communications, and systems. Support peak onboarding periods around semester start dates and manage multiple concurrent joining cases while maintaining accuracy and service quality.SupervisionReports to: Talent Acquisition Manager / as per approved organizational structure.Qualifications & Experience Bachelor's degree in Human Resources, Business Administration, Management, or a related field from a recognized university. Minimum 3 years of relevant experience in onboarding, employee mobilization, HR operations, government relations, talent acquisition, recruitment, or a closely related area. Experience supporting academic or higher-education onboarding is preferred. Working knowledge of UAE employment and immigration processes relevant to onboarding, including MOHRE, GDRFA/ICP, Emirates ID, medical, and work-permit requirements. Arabic and English language proficiency, in line with the University's approved requirements for the role.Knowledge & Skills Ability to manage multiple concurrent faculty onboarding cases, priorities, deadlines, and dependencies. Proficiency in HRIS/ATS and related digital systems, including the University's approved HR system; Oracle HCM/Recruiting experience is an advantage where applicable. Strong attention to data accuracy, document control, record keeping, and timely follow-up. High level of discretion when handling confidential and sensitive personal, employment, and immigration information. Strong cross-cultural communication and stakeholder coordination skills. Ability to identify risks or delays early, escalate appropriately, and follow cases through to completion. Practical reporting skills, including maintaining trackers and preparing onboarding status and management reports.Working relationships & Subordinates: Works closely with Academic Affairs, Colleges, Office of Community Engagement, HR Operations, and other relevant University offices. No direct reports unless assigned.Working Conditions Work is normally performed in a typical office environment, with remote working where approved and operationally appropriate. Workload may increase significantly around semester start dates and other peak faculty joining periods. Occasional work outside normal hours may be required to support urgent joining or mobilization matters. Occasional travel may be required for relevant University activities, conferences, or training.