Recruitment Operations Specialist

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Job Details

Job Title: Recruitment Operations Specialist

Department: People & Performance

Section: Talent Acquisition

Unit: Recruitment Operations

Direct Manager: Recruitment Operations Unit Head

Direct Reports: -

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Role Purpose

Support the delivery of end‑to‑end recruitment operations by managing contract processing, Tarasol submissions, documentation governance, vendor coordination, and workforce resource tracking while ensuring a timely, compliant, audit‑ready operations for freelancers, consultants, FOH/BOH staff, and agency‑based resources in alignment with DCT policies and recruitment governance.

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Key Responsibilities

Core Responsibilities

• Support day‑to‑day recruitment operations tasks including document collection, verification, onboarding file preparation, and follow‑up on pending submissions.
• Assist with the processing of CMS requests, Tarasol submissions, and contract documentation for freelancers, consultants, FOH/BOH, and temporary workers in addition to national service and secondee requests from ADEO.
• Assist with process must hire cases in collaboration with the organization development team
• Maintain accurate and updated information within HR systems for the contingent workforce such as Oracle, ATS platforms, CMS, and workforce management systems.
• Track PR/PO (e.g recruitment agencies) progress and recruitment‑related financial requests, escalating delays where necessary to maintain workflow efficiency.
• Liaise with external agencies and consultants to collect documents, clarify requirements, and provide updates on recruitment processes.
• Support audit preparation by ensuring documentation completeness, proper filing, and adherence to governance standards.
• Support the review and evaluation of recruitment agencies to ensure they possess the appropriate capabilities, expertise, and specialization required to effectively support recruitment operations.
• Prepare routine reports, trackers, logs, and other administrative outputs to support recruitment operations monitoring and compliance.
• Support the development of DCT mini ambassador program orientation kit
• Handle general operational queries (such as call center tickets, technology requirements for new joiners, closing job requisitions, etc.) from internal stakeholders and external vendors, ensuring timely, accurate responses.

Shared Activity

• Carry out any other duties and responsibilities related to the role at the request of the direct manager
• Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner
• Demonstrate compliance to organization’s values and ethics to support the establishment of a value drive culture within the organization
• Contributes to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.
• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes, and practices considering global standards, productivity improvement, and cost reduction
• Adhere to the DCT Occupational Safety and Health policy, regulations, and laws, and provide help to the Corporate EHS in executing the OSHMS.
• Report any incidents, near misses, occupational illnesses, unsafe practices, and conditions immediately to the person concerned and participate in the investigation of OSH incidents, as required.
• Wear the necessary Personal Protective Equipment (PPE) when applicable.

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Communication and Business Relationships

Internal

• Relevant Internal Stakeholders

External

• Relevant External Stakeholders

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Qualifications

• Bachelor’s degree in human resources, business administration, or related field

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Experience

• Fresh Graduate, or 1-2 years of experience in HR administration, recruitment coordination, or document processing.

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Skills

• Strong organizational, coordination, and documentation management skills to support recruitment workflows efficiently.
• Effective communication and interpersonal skills to liaise with internal stakeholders and external agencies.
• Ability to work with HR systems and platforms such as ATS, CMS, Tarasol, Oracle, and Service Hub.
• Basic understanding of recruitment operations, contract administration, and compliance requirements.
• Attention to detail with the ability to track processes, manage documentation, and support audit readiness.
• Strong time management, problem-solving skills, and the ability to support operational issue resolution.