Job Description
Do you want your voice heard and your actions to count?
Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), one of the world’s leading financial groups. Across the globe, we’re 150,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.
With a vision to be the world’s most trusted financial group, it’s part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. This means investing in talent, technologies, and tools that empower you to own your career.
Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.
OBJECTIVE:
To support the HR team in MENA in HR administration to ensure smooth running of the day to day HR Operations (includes Dubai, Doha, Iran and South Africa).
KEY RESPONSIBILITIES:
1) Advisory
- Dealing with basic employee related queries, escalating to the HR Head / HR Business Partners as required
2) Talent Acquisition and Offboarding
- Responsible for graduate / intern hiring as per business requirements
- Supporting in recruiting activities, liaison with 3rd party recruitment companies and acting as conduit in the recruiting process.
- Opening positions in Workday Recruit and ensuring approvals are in place for the recruiting activity
- Ensuring initiation and on-going monitoring of relocations and destination services as necessary for new joiners/transferees including on-going support of Japanese Expatriates
- Monitoring of immigration process and raising IMS requests in the absence of the HR Administrator
- Ensure all new employees and leavers paperwork is provided in orderly fashion to the HR administrator for filing
Back up for the HR Administrator for the following:
- Drafting/reviewing employment contracts and contract packs, following up on the submission of documents by pending hires
- Approving new employee records raised by the HR administrator on Workday and ensure leaver details are also processed for departing employees
- Ensuring initiation and on-going monitoring of relocations and destination services as necessary for new joiners/transferees including on-going support of Japanese Expatriates
- Monitoring of immigration process and raising IMS requests in the absence of the HR Administrator
- Ensure all new employees and leavers paperwork is provided in orderly fashion to the HR administrator for filing
- Follow up with departed employees to close any outstanding HR matters
3) HR Operations Management
- Overall responsibility for the smooth running of all HR Operations across the MENA region including
Back up for the HR Administrator for the following:
- Opening positions in Workday Recruit and ensuring approvals are in place for the recruiting activity
- Maintaining the HR new joiners/leavers/recruitment spreadsheet and ensuring it is up to date and accurate at weekly meetings
- Advising other departments such as IT, CRES, Compliance, Legal, Corporate Services and Finance of new joiner’s confirmed start dates and leavers’ last service dates
- Coordinate with the background screening provider for the initiation of background screening and ensuring screening reports have been received
- Coordinate with the immigration provider in the initiation of visa requirements for the employee and provision of relevant documentation to support processing
- Liaise with the benefits providers in registering/cancelling new joiners/leavers and their approved dependents (if applicable) into the benefits schemes. Provide ongoing reporting requirements to the provider
- Advising line managers of confirmed start dates and leavers’ last service dates
- Ensuring new employee records are updated on Workday and ensure leaver details are also entered for departing employees
- Reviewing leaver paperwork including leaver calculation for review. Coordinate any post-employment follow up for conclusion of all matters relating to the termination of an employee
- Coordinate the international transfer process by working closely with the home country HR (where applicable) the destination services and shipping company and dealing with any relocation issues as they arise
- Ensure all new employees and leavers’ files are complete and audit compliant.
- Management of JUMP set up
4) File Management
- Overseeing the HR administrator with regards to their file management responsibilities, ensuring these are manged in a timely fashion.
5) Payroll and Benefits Administration
Overall management of the monthly payroll process including but not limited to:
- 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
- Coordinate any GOSI payment requirements as applicable
- Ensuring DEWS is uploaded and paid
- Coordinate with London HR and the Insurance Broker in the renewal of medical, life and accidental death and long-term disability policies
- Liaison with London on MUSE related payroll payments for smooth running of the MUSE payroll
6) Learning and Development
Back Up for:
- Coordination of rooms bookings for training courses
- Preparation of training materials ahead of training programmes including attendee list and feedback questionnaires.
- Updating the HR training log and provide reports as required.
- Co-ordinate Lunch & Learn sessions for the region
7) General
- Providing support and service for HR Ops duties, working closely with the HR Advisor and HRBP of that area to provide a quality service and in various HR projects, providing operations input to business requirements and operational readiness
- 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 business related expenses.
- Logging and processing of HR related invoices
- Back up for invoice processing, act as 1st checker and monthly accrual maintenance
- Responding to or assigning to the applicable HRBP the cases raise by employee on Workday Ask HR
8) Japanese Expatriate Management
- Lease management and renewal process coordination
- Advising on salary changes
9) IT Systems and Reporting
- 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 - Kizuna, and articles on Ask HR to ensure information published is up-to-date for employees to access.
- Act as Ask HR Level 1 support, Kizuna and Workday Champion for the MENA region supporting in the co-ordination of any local requirements.
- Second checker for any trackers/reports which are to be used by the HR team or distributed outside of HR. Lead management of Japanese expatriate tracker
- Back up to the HR Administrator in the Execution of changes of employee records in Workday such as cost centre changes, transfers, terminations, joiners, compensation etc.
- Back up for updating relevant HR trackers as required such as recruitment tracker, employee relations etc.
10) HR Risk and Control
- Ensure audit compliance of employment files
- Support the Head of HR in the drafting of HR policies and procedures are up to date
- Assist in establishing new processes and procedures as required for legal, regulatory, efficiency, cost saving purposes
- Lead coordinator for HR Operations manuals and ensuring updates are completed in a timely manner. Management of ops update tracker shared at weekly team meeting
- Checker for regulatory and HO reporting
- Review preparatory documentation for audits
- Facilitate risk assessment within the department to identify potential risks
- Timely escalation of Self-Identified Issues (SII) with remedial action(s)/risk acceptance raised
- Responsible for the periodic RCSA Control testing
- Report and track action items related to legal and regulatory changes on the Horizon Scanning tracker maintained by the team
11) Vendor Management
- Work closely with the Vendor Management Officer (VMO) to manage the initial screening of the vendors, contract renewals, periodic TPI renewals, onboarding of vendor on Snow, etc.
12) Miscellaneous
- Support the Head of Human Resources – Emerging Markets in the rollout of any Global/EMEA HR Initiatives and lead where requested
- Take active steps to ensure the smooth progress of Global HR’s transformation
- Support the Head of Human Resources in the implementation of the regional HR agenda and lead initiatives where requested.
- Provide back up to the HR Administrator 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.
- Participate in annual review processes including performance review, salary and bonus review, promotions
- Ad-hoc projects and tasks as required by the Head of Human Resources – Emerging Markets
13) Core Annual HR Processes
- Support as required and of the annual HR processes such as compensation, promotions, objectives and performance reviews, and annual talent review
14) MUSE Support
- Provide on the ground support to MUSE branch staff about HR related issues.
EDUCATION
• A degree in Business Administration, Human Resources or an equivalent/relevant field or equivalent work experience equally preferable
WORK EXPERIENCE
Experience of working across different Middle East countries such as UAE, Qatar and Bahrain (preferred)
Experience with HR functions and general HR activities/administration, HR software and data platforms
Experience managing transactional Employee Relations activity within process, and understanding of when escalation center model is required due to increased litigation risk or process failure
Experience partnering with the business as a generalist HR professional and being confident with advising according to policy, process, and legislation
Previous HR/ER advisory experience to case management level within a shared service center environment
Proven experience in HR within an Advisory HR role; advising, influencing, delivering HR solutions in a pragmatic manner to support business needs
FUNCTIONAL SKILLS
• Strong working knowledge of Outlook, Excel, PowerPoint, Teams and SharePoint
•Awareness of how current legislation impacts employment practices
• Strong quantitative / numerical skills
• Awareness of how current legislation impacts employment practices
• Proven experience working with Workday or similar HRIS
• High level of literacy and numeracy sufficient to undertake complex letter writing and reports, statistical analysis of performance data and complex calculations
• Secondary language is preferable but not essential
FOUNDATIONAL SKILLS
• Ability to communicate effectively, informatively and with sensitivity, with a wide range of employees, to maintain confidentiality and inspire trust
• Identifies multiple paths to success through the development of analytical, critical thinking, and decision-making skills
• Exercises sound judgement and strives for continuous improvement
• Demonstrates optimism, resilience, flexibility, and openness to others' ideas
• Learns while doing
• Actively listens and asks thoughtful questions
• Leverages available technology to achieve efficiency and results
• Engages inclusively and with intent
• Strong presentation skills
• Excellent attention to detail and accuracy
• Ability to prioritize workload to manage projects and multiple responsibilities
• Understands the needs of the employee / stakeholder and prioritizing to ensure 'client' satisfaction
• Integrity and Responsibility
• Balance Risk with Opportunity
• Customer Focus
• Professionalism and Teamwork
• Collaborate and Build Partnerships
• Communicate Effectively and Professionally
• Drive For Results
• Challenge Ourselves to Grow
• Lead Change and Seek Continuous Improvement
• Think Strategically
• Influence and Inspire Others
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.