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Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.

Corporate Title: Administrator

Reporting to: HR Assistant Vice President

Type: Temporary - 2 years

MAIN PURPOSE OF THE ROLE 

To support the HR team in EM in HR administration to ensure smooth running of the day to day HR Operations (includes Dubai, Doha, Iran and South Africa).

KEY RESPONSIBILITIES

Advisory

• Dealing with basic employee related queries, escalating to the HR Analyst/HR Business Partners as required.

Talent Acquisition and offboarding

• Acknowledgement of speculative applications
• Opening positions in Workday Recruit and ensuring approvals are in place for the recruiting activity
• Scheduling of interviews for the shortlisted candidates
• Coordination of flight booking for overseas candidates to interview
• Administration of the end to end HR employee lifecycle processes including but not limited to
  • Offer Management, putting together draft employment contract and contract pack
  • Raising staff moves - advising other departments such as IT, CRES, Compliance, Legal, Corporate Service and Finance of new joiner confirmed start dates and leavers’ last service dates
  • Ensuring initiation of background screening and ensuring screening reports have been received with the background screening provider, as well as Compliance checks
  • Preparation of leaver paperwork including leaver calculation for review.
  • Timely registration and de-registration submissions to broker for Insurances. Provide support ongoing reporting requirements to the provider
  • Opening positions and execute changes of employee records in Workday such as cost centre changes, transfers, terminations, joiners, compensation etc. in a timely fashion
  • Management of JUMP set up
  • Coordinate the international transfer process on Workday by working closely with the home country HR (where applicable) the destination services and shipping company

File Management

• Data maintenance in relation to all employee information, championing data integrity and utilising the system to its full capability.  Ensure adequate controls in place to reduce errors. 
• Ensure appropriate internal procedures and controls are in line with best practice HR (e.g. SNOW, Outsourcing Procedures, ABC)
• Responsible for the document management processes within HR Services ensuring all files contain documentation in accordance with new joiner/leaver checklists.
• Responsible for all documentation to be maintained in the HR G drive in accordance with the Bank’s procedures
• Compile employee files - Joiners and leavers according to internal HR checklist ready for final review and approval
• Maintain Supplier files in accordance with the HR check list, for HR related outsourcing
• Completion of promotions packs on internal HR folders
• Support the HR Advisor with the management of HR related archiving and records list as per internal policy

Payroll and Benefits Administration

• Monthly payroll processing, keep track, collate and record all relevant information related to Payroll (new joiners, leavers, special and out-of-cycle payments, allowances, salary changes, school fees, etc.) and administer the input in an accurate and timely manner, ensuring DEWS is uploaded and paid
• Coordinate any GOSI payment requirements as applicable
• Liaison with London on MUSE on related payroll payments for smooth running of the MUSE payroll

Learning and Development

• Coordination of rooms bookings for training courses
• Management of any flight bookings for any overseas training for staff
• Preparation of training materials ahead of training programmes including attendee list and feedback questionnaires.
• Updating the HR training log and provide reports as required.

General

• Providing support and service for HR Ops duties, working closely with the HR Analyst and HRBP's of that area to provide a quality service and in various HR projects, providing operations input to business requirements and operational readiness
• Support in the administrative aspects of the Japanese expatriate management including payments for leases, temp accommodations etc
• Provision of Salary certificates and NOCs for employees
• Provide general administration support such as answering telephone calls, dealing with correspondence/letters, updating HR documents, sending replies to applicant, organizing meetings. Conference calls, processing invoices for payment, processing business related expenses.
• Logging and processing of HR related monthly invoices, and maintaining monthly accruals
• Accurate and timely completion of all internal and regulatory reports
• Co-ordination of the annual review process of job descriptions issued to all staff.

Immigration

• Liaison with immigration provider in the provision of signed letters and documents for the processing of residence permits, exit re-entry permits business visas etc.
• Processing of employee visas, renewal of labour card and DIFC card on the online DIFC or QFC portal.

IT Systems and Reporting

• Ensure changes of employee records in Workday such as cost centre changes, transfers, terminations, joiners, compensation etc are completed and employee records are up-to-date.
• Attend to employee/manager queries related to the Performance Management System, HR Self Service, absence system etc.
• Liaise with the London HRIS team to manage the administration and maintenance of the HR intranet site and ensure information published is up-to-date for employees to access.
• Ensure trackers/reports which are to be used by the HR team or distributed outside of HR are maintained.
• Maintaining and updating relevant HR trackers as required such as recruitment tracker, employee relations etc.

Miscellaneous

• Support the Head of Human Resources – Emerging Markets in the rollout of any Global/EMEA HR Initiatives and lead where requested
• Support the Head of Human Resources in the implementation of the regional HR agenda and lead initiatives where requested
• Liaise with the London HRIS team to manage the administration and maintenance of the HR intranet site and ensure information published is up-to-date for employees to access
• Provide back up to the HR Analyst when on leave or absent
• Provide general administration support such as answering telephone calls, dealing with correspondence/letters, updating HR documents, organizing meetings and conference calls, checking invoices for payment.
• Ad-hoc projects and tasks as required by the Head of Human Resources – Emerging Markets

Core Annual HR Processes

• Support as required for the annual HR processes such as compensation, promotions, objectives and performance reviews, and annual talent review

MUSE Support

• Provide on the ground support to MUSE branch staff about HR related issues.
• Releasing training for the dual hatted staff and completion of the relevant Dual hat documentation.  

WORK EXPERIENCE

3 - 4 years’ HR administration experience preferably within a financial services environment.

SKILLS AND EXPERIENCE

• Fluency in English essential, both written and verbal
• Thorough knowledge of MS Office including Word, Excel, PowerPoint is essential
• Strong attention to detail
• Strong planning and organising skills
• Experience of maintain detailed records/filing
• Strong numeracy and intermediate excel skills
• Knowledge of DIFC/UAE immigration requirements an advantage
• Excellent communication skills
• Results driven, with a strong sense of accountability
• A proactive, motivated approach.
• The ability to operate with urgency and prioritise work accordingly
• Strong decision-making skills, the ability to demonstrate sound judgement
• A structured and logical approach to work
• Strong problem-solving skills
• A creative and innovative approach to work
• Excellent interpersonal skills
• The ability to manage large workloads and tight deadlines
• Excellent attention to detail and accuracy
• A calm approach, with the ability to perform well in a pressurised environment
• Strong numerical skills
• Excellent Microsoft Office skills

#LI-DNI

We are open to considering flexible working requests in line with organisational requirements.

MUFG is committed to embracing diversity and building an inclusive culture where all employees are valued, respected and their opinions count. We support the principles of equality, diversity and inclusion in recruitment and employment, and oppose all forms of discrimination on the grounds of age, sex, gender, sexual orientation, disability, pregnancy and maternity, race, gender reassignment, religion or belief and marriage or civil partnership.

We make our recruitment decisions in a non-discriminatory manner in accordance with our commitment to identifying the right skills for the right role and our obligations under the law.