HR Shared Services Officer

Key Responsibilities:

Payroll Support

• Support the monthly payroll cycle through the collection, validation, and processing of payroll inputs, including new joiners, leavers, salary amendments, allowances, deductions, overtime, unpaid leave, and absence records.
• Prepare payroll-related documentation including salary certificates, salary transfer letters, employment confirmation letters, and other employee correspondence.
• Respond to payroll and employee administration queries from schools and employees, ensuring agreed service levels are met.
• Maintain the confidentiality, accuracy, and integrity of all employee and compensation data.
• Assist with payroll reconciliations, audits, and reporting activities.

Onboarding & Employee Lifecycle Management

• Manage the onboarding process for Central Office employees, including contract issuance, document collection, pre-employment checks, induction coordination, and pre-joining communications.
• Coordinate visa, Emirates ID, labour card, and medical fitness processes in partnership with the Government Relations team.
• Create and maintain all Taaleem employee records within Oracle HCM, ensuring all personal, contractual, and banking information is accurate and complete.
• Process all Taaleem employee lifecycle changes including promotions, transfers, contract renewals, amendments, organisational changes, and employee status updates. 

 Offboarding & Final Settlements

• Coordinate the end-to-end offboarding process, ensuring a positive employee experience and timely completion of all required activities.
• Prepare and process end-of-service benefits, leave encashments, gratuity calculations, and final settlement documentation in accordance with UAE Labour Law and company policy.
• Coordinate visa cancellations, insurance deactivations, and Emirates ID cancellation activities with the Government Relations team.
• Manage exit clearances, experience letters, NOCs, and all associated separation documentation.
• Support exit interview administration and maintain accurate offboarding records and trackers.

HRIS & Data Management (Oracle)

• Maintain accurate and up-to-date employee data within Oracle HCM, ensuring all transactions are processed in a timely manner.
• Conduct regular data quality and audit checks to ensure system integrity and compliance.
• Support Oracle HCM testing, process improvements, and new functionality rollouts.
• Produce standard and ad hoc HR reports, dashboards, and analytics to support business decision-making.
• Assist with maintaining electronic employee records and document management systems. 

Insurance Administration

• Support the Head of People Operations with the annual medical insurance renewal process across the Taaleem group.
• Manage employee and dependent enrolments, deletions, and amendments through insurer portals.
• Process insurance-related invoices, credit notes, and supporting documentation, ensuring timely submission and payment.
• Respond to employee insurance queries and liaise with brokers and providers to resolve claims, escalations, and policy queries.
• Maintain accurate insurance trackers and support periodic reconciliations.

Invoicing, Vendor Management & Teacher Payments 

• Raise purchase orders and process invoices relating to HR operations, including insurance providers, recruitment agencies, training suppliers, and other HR vendors.
• Coordinate and process supply teacher payments, ensuring accurate verification of timesheets, approvals, and supporting documentation.
• Maintain trackers for HR vendor contracts, renewals, and payment schedules.
• Liaise with Finance to ensure invoices and payments are processed accurately and within agreed timelines.
• Support budget monitoring activities by reconciling HR-related expenditure against approved budgets.

HR Shared Services & Operational Support

• Act as a first point of contact for HR queries, managing requests through the HR helpdesk or ticketing system and delivering a high standard of customer service.
• Prepare and issue employee documentation, including salary certificates, NOCs, employment verification letters, and standard HR correspondence.
• Maintain organised physical and digital employee files in accordance with data protection and document retention requirements.
• Support internal and external HR audits, compliance activities, and policy implementation initiatives.
• Contribute to the development and continuous improvement of HR processes, procedures, and standard operating practices.
• Support HR projects, employee engagement initiatives, and Central Office events as required.
• Undertake any other reasonable duties commensurate with the level and responsibilities of the role.

Education:

• Bachelor's Degree in Human Resources, Business Administration, or a related discipline.
• CIPD qualification or working towards CIPD Level 3 or 5 is desirable.

Experience:

• 2–4 years' experience in an HR Operations or HR Shared Services environment within the UAE, ideally within the education sector or a multi-site organisation.
• Hands-on experience using Oracle HCM / Oracle Fusion or a comparable enterprise HRIS is essential.
• Good working knowledge of UAE Labour Law, WPS, end-of-service benefit calculations, and visa and immigration processes.
• Experience supporting payroll administration and employee lifecycle processes.
• Familiarity with insurance administration, DHA portals, GDRFA, MOHRE, and Tasheel systems is advantageous.

Competencies:

• Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, formulas) and the Microsoft Office Suite.
• Excellent attention to detail and high levels of accuracy when handling employee data.
• Ability to manage multiple priorities and meet deadlines in a fast-paced shared services environment.
• Strong customer service orientation with the ability to build effective relationships across a diverse stakeholder group.
• Confident using HR systems and quickly adapting to new technologies and digital solutions.
• Strong written and verbal communication skills, with the ability to manage sensitive and confidential information professionally.

Attributes:

• Highly organised and methodical.
• Detail-oriented with a strong focus on accuracy.
• Proactive and solutions-focused.
• Reliable, accountable, and trustworthy.
• Collaborative team player with a positive and flexible approach.
• Systems and process driven.
• Committed to continuous improvement and delivering excellent customer service.