Onboarding Coordinator

1. JOB PURPOSE/SUMMARY:

The Onboarding Coordinator is a pivotal role responsible for managing the pre-onboarding and onboarding processes, ensuring a seamless and positive experience for new joiners. This role involves coordinating with various stakeholders to facilitate onboarding arrangements, organizing orientation programs, and ensuring the completion of all necessary documentation and compliance requirements. The Onboarding Coordinator ensures a smooth transition for new employees, enhancing their integration into the organization.

2. KEY RESPONSIBILITIES AND ACCOUNTABILITIES

1. Pre-onboarding:
1. Coordinate with IT and relevant departments to arrange and request the provision of IT assets and system access for the new joiner.
2. Liaise with Facility Management to ensure the setup of the workstation is completed prior to the joiner's start date.
3. Organize the preparation of the welcome pack or kit for the new joiner, ensuring all necessary materials are included.
4. Schedule and arrange the onboarding day, including orientation sessions with key stakeholders and presenters.
5. Ensure all pre-onboarding tasks are completed efficiently and communicated to relevant parties before the new joiner’s arrival.
2. Onboarding:
1. Welcome new joiners on their first day and provide a structured onboarding agenda to ensure a positive start.
2. Facilitate orientation sessions to familiarize new joiners with the company’s culture, policies, procedures, and key departments.
3. Guide new joiners through system access setup and verify the functionality of IT equipment.
4. Serve as the primary point of contact for new joiners during their initial days, addressing queries and supporting their integration.
5. Coordinate onboarding arrangements with key stakeholders, including line managers, IT, Quality Assurance, HSE, Legal, Ethics and Compliance, and HR units.
6. Assist new joiners in navigating the Oracle-based Employee Self-Service System, ensuring timely completion and upload of required documents.
7. Prepare and facilitate the approval of employment contracts and ensure all necessary documentation is in place.
8. Administer onboarding satisfaction surveys, analyze feedback, and identify opportunities for improvement.
9. Organize company familiarization tours, departmental orientations, and ensure onboarding checklists are completed.
10. Maintain accurate and up-to-date onboarding records, monitor onboarding metrics, and generate reports to support continuous process improvement.
11. Collaborate with cross-functional teams to ensure a seamless transition from onboarding to the probationary period.

3. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES

Minimum Qualifications:

1. Bachelor's degree in Human Resources, Psychology, Business Administration/Management, or a related field.
2. Relevant professional certification in HR or recruitment is a plus.

Minimum Experience:

Minimum of 3 years of experience in talent acquisition or recruitment roles with a focus on pre-onboarding and onboarding coordination.

Job Specific Competencies:

1. Documentation and Reporting: Maintain accurate records of pre-onboarding and onboarding activities, including IT asset requests, orientation schedules, and onboarding checklists. Generate reports to track progress and provide insights for process improvement.
2. Onboarding Coordination: Effectively coordinate onboarding logistics, such as provisioning IT assets, arranging workspace setups, and organizing orientations. Ensure a seamless and positive onboarding experience by collaborating with stakeholders and following a structured plan.
3. Pre-Onboarding Support: Proactively manage pre-onboarding activities, such as facilitating employment contract approvals, arranging employee badges, and preparing welcome kits. Ensure timely and efficient completion of all pre-onboarding tasks.
4. Process Adherence and Compliance: Ensure all pre-onboarding and onboarding processes comply with company policies, procedures, and regulatory requirements. Verify accuracy and completeness of documentation, such as contracts and security clearances.
5. Oral and Written Communication: Communicate effectively with new joiners and stakeholders, ensuring clarity in pre-onboarding instructions, orientation schedules, and updates. Draft professional emails, reports, and onboarding materials in English.
6. MS Office Proficiency: Utilize MS Office tools such as Word for creating onboarding documents, Excel for tracking progress and metrics, and PowerPoint for preparing orientation presentations.
7. Teamwork and Collaboration: Work collaboratively with HR, IT, Facility Management, and other cross-functional teams to align efforts and ensure a smooth onboarding process. Foster positive relationships with all stakeholders involved in onboarding.
8. Attention to Detail: Demonstrate a meticulous approach to managing onboarding tasks, such as ensuring accurate system access provisioning, verifying welcome kits, and tracking the completion of onboarding checklists.
9. New Joiner Engagement: Act as a primary point of contact for new joiners during their pre-onboarding and onboarding phases, addressing queries, resolving issues, and ensuring a welcoming and supportive experience.