HR Specialist (Employee Relations, Compliance, Legal Operations, Medical Insurance, and Policy Management)

Position Overview:

As HR Specialist, you will be responsible for managing key HR functions such as contract administration, employee relations, policy management, medical insurance, QIWA Platform, and regulatory compliance. You will work closely with the HR Manager and the HR team to ensure smooth HR operations, maintain employee satisfaction, and align HR practices with legal requirements.

Key Responsibilities:

• Employment Letters, Data and Documentation:
• Create, manage, and distribute official employment letters such as certificates of employment, salary verification, and other necessary employee documentation. As well as handling Staff lists and data.

• Contract Administration :
• Handle employment contracts, addendums, renewal letters, and employment letters, being familiar with contract categories and ensuring all agreements are up to date and legally compliant.

• End-of-Service (EOS) Calculations :
• Ensure EOS calculations are accurate, aligned with Saudi labor law, and compliant with school policies.

• Policies & Procedures Compliance:
• Assist in developing, maintaining, and ensuring school policies and procedures are compliant with Saudi labor laws. This includes managing the policy calendar, tracking revisions, and sending reminders for necessary updates. Oversee the alignment of HR policies with legal requirements and maintain an up-to-date chart of all policies to ensure consistency and compliance.

• Government Systems :
• Handle government systems such as QIWA, Ajeer, and other related platforms, ensuring timely updates and compliance.

• Employee Relations :
• Provide support to managers in resolving employee relations issues, providing advice on best practices, and ensuring legal compliance.

• Regulatory Affairs :
• Work closely with the school’s regulatory and visa team to ensure all HR-related matters comply with local regulations and handle legal issues as they arise.

• Legal Liaison :
• Coordinate with the school’s lawyer on any HR-related legal matters, ensuring appropriate steps are taken for compliance and handling disputes.

• Disciplinary Procedures:
• Handle the school’s disciplinary procedures in line with Saudi labor law.
• Provide guidance on appropriate disciplinary actions and ensure proper documentation of all employee-related incidents.

• Medical/Life Insurance :
• Handle the school’s medical and Life insurance programs, ensuring all benefits are provided effectively and in compliance with policy.

• Labor Law Compliance:
• Ensure full compliance with Saudi labor laws in all HR processes and practices, including but not limited to employment contracts, dismissals, and end-of-service benefits.

• Onboarding and Offboarding Process Support:
• Collaborate with HR team member to facilitate employee onboarding and offboarding processes.
• Collaborate with regulatory team to facilitate employee visa & Iqama process.
• Ensure proper documentation and compliance during onboarding and offboarding processes.

• Support HR Operations :
• Assist in other HR functions as required, ensuring smooth HR operations across the department.

• Payroll Coordination :
• Work closely with the payroll clerk to manage employee changes, benefits, and compensation-related tasks.

• System Implementation :
• Participate in the implementation of the HR system, providing support during the transition and ensuring data accuracy.

• Collaborative Work :
• Work closely with other HR team members and the Payroll Clerk to manage employee data, payroll-related matters, and benefits to ensure consistency and accuracy.
• During periods of high activity, such as recruitment spikes, onboarding, induction, contract renewals, offboarding, etc. all HR team will work closely together to ensure smooth coordination, completion of tasks and balanced workload.

Required Behaviors:

• Detail-Oriented : Demonstrates exceptional attention to detail, ensuring that all HR documents, contracts, and records are accurate, up-to-date, and compliant with regulations.
• Solution-Focused : Takes a proactive approach to problem-solving, identifying challenges and finding effective, timely solutions that align with HR best practices and legal requirements.
• Initiative : Demonstrates a strong sense of ownership, taking the initiative to improve processes, address issues before they escalate, and drive HR initiatives forward.
• Collaboration : Works effectively with other HR team members, cross-departmental teams, and external partners to ensure smooth HR operations and compliance.
• Confidentiality : Maintains strict confidentiality with sensitive employee data and ensures data protection standards are consistently met.
• Emotional and Social Intelligence : Demonstrates high emotional and social intelligence, effectively managing interpersonal relationships and understanding the needs and emotions of others. This is crucial in building trust, enhancing communication, and resolving conflicts in the workplace.
• Value-Driven : Upholds and embodies core values such as respect, honesty, and integrity in all HR dealings, fostering a workplace culture that reflects these principles and promotes trust and fairness.

Key Skills:

• HR Compliance : In-depth knowledge of Saudi labor law and HR regulations, including handling end-of-service calculations, policies, and contracts.
• Contract Management : Experience in drafting, reviewing, and managing employment contracts and related documents.
• Government Systems Knowledge : Proficient in using systems such as QIWA, Ajeer, and other government portals.
• Employee Relations & Disciplinary Procedures: Expertise in managing employee relations issues, advising managers on best practices, ensuring legal compliance, and handling disciplinary procedures in line with Saudi labor law, including proper documentation and appropriate action recommendations.
• Employee Benefits : Understanding of medical insurance programs and benefits administration.
• Policy Development & Management : Ability to create, update, and manage HR policies, aligning them with local labor laws and organizational needs.
• Problem-Solving : Strong analytical skills with the ability to identify HR challenges and implement practical, effective solutions.
• Legal Coordination : Experience working with legal teams to ensure compliance with labor laws and other HR regulations.
• HR Software Proficiency : Familiarity with HR management systems and tools, ensuring accurate record-keeping and reporting.

·         Qualifications & Experience: This position requires a candidate with strong cultural and legal awareness. The ideal candidate will have a minimum of 2 years of experience as an HR generalist, specialist or as an Administrator, demonstrating a comprehensive understanding of HR functions. A bachelor’s degree is required, with a major in HR or law preferred to provide additional insight into compliance and labor regulations.