HR Shared Services Officer at Taaleem Full-time

Taaleem is committed to safeguarding and promoting the welfare of children. At Taaleem, we hold ourselves to a high standard of effective practices in relation to child protection and we are committed to safeguarding and promoting the welfare of children. We expect all staff to share this commitment. Successful applicants will be subject to various background checks including, receipt of high-quality references, proof of relevant qualifications, identification and police checks, including overseas checks.

Job Purpose

The HR Shared Services Officer provides operational and administrative support across the full employee lifecycle, delivering efficient, accurate, and customer-focused HR services to Central Office and all Taaleem schools. The role is responsible for supporting payroll administration, onboarding and offboarding, Oracle HRIS data management, insurance administration, invoicing and supplier payments, and employee documentation, whilst ensuring compliance with UAE Labour Law and internal governance requirements.

Key Responsibilities

Payroll Support

• Support the monthly payroll cycle through the collection, validation, and processing of payroll inputs, including new joiners, leavers, salary amendments, allowances, deductions, overtime, unpaid leave, and absence records.
• Prepare payroll-related documentation including salary certificates, salary transfer letters, employment confirmation letters, and other employee correspondence.
• Respond to payroll and employee administration queries from schools and employees, ensuring agreed service levels are met.
• Maintain the confidentiality, accuracy, and integrity of all employee and compensation data.
• Assist with payroll reconciliations, audits, and reporting activities.

Onboarding & Employee Lifecycle Management

• Manage the onboarding process for Central Office employees, including contract issuance, document collection, pre-employment checks, induction coordination, and pre-joining communications.
• Coordinate visa, Emirates ID, labour card, and medical fitness processes in partnership with the Government Relations team.
• Create and maintain all Taaleem employee records within Oracle HCM, ensuring all personal, contractual, and banking information is accurate and complete.
• Process all Taaleem employee lifecycle changes including promotions, transfers, contract renewals, amendments, organisational changes, and employee status updates.

Offboarding & Final Settlements

• Coordinate the end-to-end offboarding process, ensuring a positive employee experience and timely completion of all required activities.
• Prepare and process end-of-service benefits, leave encashments, gratuity calculations, and final settlement documentation in accordance with UAE Labour Law and company policy.
• Coordinate visa cancellations, insurance deactivations, and Emirates ID cancellation activities with the Government Relations team.
• Manage exit clearances, experience letters, NOCs, and all associated separation documentation.
• Support exit interview administration and maintain accurate offboarding records and trackers.

HRIS & Data Management (Oracle)

• Maintain accurate and up-to-date employee data within Oracle HCM, ensuring all transactions are processed in a timely manner.
• Conduct regular data quality and audit checks to ensure system integrity and compliance.
• Support Oracle HCM testing, process improvements, and new functionality rollouts.
• Produce standard and ad hoc HR reports, dashboards, and analytics to support business decision-making.
• Assist with maintaining electronic employee records and document management systems.

Insurance Administration

• Support the Head of People Operations with the annual medical insurance renewal process across the Taaleem group.
• Manage employee and dependent enrolments, deletions, and amendments through insurer portals.
• Process insurance-related invoices, credit notes, and supporting documentation, ensuring timely submission and payment.
• Respond to employee insurance queries and liaise with brokers and providers to resolve claims, escalations, and policy queries.
• Maintain accurate insurance trackers and support periodic reconciliations.

Invoicing, Vendor Management & Teacher Payments

• Raise purchase orders and process invoices relating to HR operations, including insurance providers, recruitment agencies, training suppliers, and other HR vendors.
• Coordinate and process supply teacher payments, ensuring accurate verification of timesheets, approvals, and supporting documentation.
• Maintain trackers for HR vendor contracts, renewals, and payment schedules.
• Liaise with Finance to ensure invoices and payments are processed accurately and within agreed timelines.
• Support budget monitoring activities by reconciling HR-related expenditure against approved budgets.

HR Shared Services & Operational Support

• Act as a first point of contact for HR queries, managing requests through the HR helpdesk or ticketing system and delivering a high standard of customer service.
• Prepare and issue employee documentation, including salary certificates, NOCs, employment verification letters, and standard HR correspondence.
• Maintain organised physical and digital employee files in accordance with data protection and document retention requirements.
• Support internal and external HR audits, compliance activities, and policy implementation initiatives.
• Contribute to the development and continuous improvement of HR processes, procedures, and standard operating practices.
• Support HR projects, employee engagement initiatives, and Central Office events as required.
• Undertake any other reasonable duties commensurate with the level and responsibilities of the role.

Skills

Education

• Bachelor’s Degree in Human Resources, Business Administration, or a related discipline.
• CIPD qualification or working towards CIPD Level 3 or 5 is desirable.

Experience

• 2–4 years’ experience in an HR Operations or HR Shared Services environment within the UAE, ideally within the education sector or a multi-site organisation.
• Hands-on experience using Oracle HCM / Oracle Fusion or a comparable enterprise HRIS is essential.
• Good working knowledge of UAE Labour Law, WPS, end-of-service benefit calculations, and visa and immigration processes.
• Experience supporting payroll administration and employee lifecycle processes.
• Familiarity with insurance administration, DHA portals, GDRFA, MOHRE, and Tasheel systems is advantageous.

Competencies

• Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, formulas) and the Microsoft Office Suite.
• Excellent attention to detail and high levels of accuracy when handling employee data.
• Ability to manage multiple priorities and meet deadlines in a fast-paced shared services environment.
• Strong customer service orientation with the ability to build effective relationships across a diverse stakeholder group.
• Confident using HR systems and quickly adapting to new technologies and digital solutions.
• Strong written and verbal communication skills, with the ability to manage sensitive and confidential information professionally.

Attributes

• Highly organised and methodical.
• Detail-oriented with a strong focus on accuracy.
• Proactive and solutions-focused.
• Reliable, accountable, and trustworthy.
• Collaborative team player with a positive and flexible approach.
• Systems and process driven.
• Committed to continuous improvement and delivering excellent customer service.

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