Employee Onboarding and Relocation Services Specialist
About the company
New York University Abu Dhabi (NYUAD) seeks to appoint an Employee Onboarding and Relocation Services Specialist reporting to Assistant Director, Relocation Services.
NYU Abu Dhabi is pioneering a new model of higher education for a global world, dedicated to excellence in teaching and research and to advancing cooperation and progress on humanity’s shared challenges. Drawing on the strengths of the NYU global network, it offers an outstanding liberal arts and sciences education to students from the United Arab Emirates, the United States, and around the world, with a distinctive focus on intercultural understanding and leadership. It supports innovative research and graduate education programs that push forward the frontiers of knowledge and respond in powerful and interdisciplinary ways to vital global and local challenges.
NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the arts, sciences, social sciences, humanities, and engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity.
This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.
Your tasks
The Specialist will carry out administrative duties required for a smooth operation of the department in order to ensure best services are provided to NYUAD faculty, researchers, and staff in the process of their relocation and transition as well as settling to Abu Dhabi once hired from around the world and locally.
- Regular update of the relocation pipeline upon receipt of a new offer letter from the various NYUAD recruitment and appointments teams
- Timely communication with all new hires to provide information on the relocation process
- Maintain accurate records and documentation related to relocation processes
- Liaise with the recruitment/appointment as well as relevant HR teams throughout the relocation process
- Coordinate the various aspects of relocation support, including shipping, travel arrangements, and accommodation
- Monitor and track expenses related to relocation services, ensuring adherence to budgetary guidelines
- Arrange travel through the NYUAD approved provider for all relocating employees and eligible dependents, as outlined in the Relocation Support policy
- Arrange accommodation on-campus, or otherwise, for all relocating employees and eligible dependents, as outlined in the Relocation Support policy
- Arrange shipping services through the NYUAD approved providers as per the employee’s eligibility
- Processing of relocation allowances if a shipping service is not required by new hires
- Coordinate with the web team to make any necessary updates for the department’s web presence
- Liaise with housing department to ensure readiness of allocated units for new joiners
- Maintain arrival records and update recruitment teams as needed
- Maintain the necessary documents as required in the electronic employee files in the HR central employees’ files
- Collaborate with external service providers to ensure smooth and efficient relocation experiences for employees
- Liaise with the immigration team to ensure work permits and entry permits of international hires and their eligible dependents are issued in time for the new hires’ relocation
- Liaise with the immigration team to initiate tourist visa requests for eligible dependents relocating with the new hires
Communication
- Schedule and hold relocation and repatriation briefings followed by preparing and sending out the briefing summary
- Liaise with the various service providers in order to initiate the required services such as travel, accommodation, and shipment
- Send out ‘Safe Journey’ email containing information for new hires prior to traveling to the UAE
- Conduct the first day orientation for all new hires
- Act as helpdesk and attend to queries coming in from the community members and new joiners
Repatriation services
- Update the repatriation records
- Initiate service providers as required, e.g. shipment, travel booking, liaising with the housing department to assign temporary accommodation, etc.
- Assist with other repatriation related queries as requested
Payment processing
- Verify invoices related to the various relocation/repatriation services for any discrepancies before processing of POs
- Prepare payments and maintain records of all
- Prepare and process relocation allowances in lieu of unused shipping allowances as per policy
- Report shipping invoice amount to NYUAD payroll and tax as needed
- Maintain data record of all travel costs
Requirements
This role requires exceptional organizational skills, proactive problem-solving abilities, and the capacity to manage multiple tasks efficiently. Collaborate closely with various stakeholders to deliver best-in-class services and contribute to the overall success of the organization.
Required experience
- 5+ years experience in administration in a busy environment
- Excellent computer skills with strong internet research capabilities
- Ability to handle and prioritize multiple assignments and projects on time-sensitive schedules, with a sense of urgency
- Excellent interpersonal communication skills, customer service orientation, and cultural sensitivity
- Demonstrated initiative, problem-solving ability, and capacity for resourcefulness
- Proactive problem-solving abilities and the capacity to work effectively under pressure
- Ability to multi-task, prioritize tasks, and manage time efficiently in a dynamic work environment
- Well-organized work habits, consistent accuracy, and attentiveness to detail
- Professional maturity and judgment, including discretion
- Ability to work with high profile individuals from varied international backgrounds while managing their expectations
- Familiarity with cultural customs and life in Abu Dhabi and the UAE
- Ability to work collaboratively as part of a team while also being able to work independently when necessary
- Proficiency with intermediate to advanced word processing, spreadsheet, and database applications
- Good proofreading and writing skills
- Strong communication, organizational, attention to details, and follow-up skills
- Good math skills
- Strong customer service orientation
Preferred experience
- Familiarity with the academic business sector is a plus
- Shipping, travel, and/or relocation support is a plus