Employee Mobility Service Specialist
About NYU Abu Dhabi
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.
Position summary
Applications are welcome from all qualified candidates. In line with UAE regulations, Emirati candidates are encouraged to apply.
New York University Abu Dhabi (NYUAD) seeks to appoint an Employee Mobility Services Specialist reporting to Assistant Director, Relocation Services.
The Employee Mobility Services 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.
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.
Key responsibilities
Relocation services
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 the 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
Liaising with housing department to ensure readiness of allocated units for new joiners
Maintaining of arrival records and updating recruitment teams as needed
Maintaining 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
Liaising with the immigration team to ensure work permits and entry permits of international hires and their eligible dependents are issued in time of the new hires’ relocation
Liaising with the immigration team to initiate tourist visa requests for eligible dependents relocating with the new hires
Communication
Scheduling and holding relocation and repatriation briefings followed by preparing and sending out of the briefing summary
Liaising with the various service providers in order to initiate the required services such as travel, accommodation and shipment
Sending out ‘Safe Journey’ email containing information for new hires prior to traveling to the UAE
Conducting 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
Updating the repatriation records
Initiating service providers as required e.g. shipment, travel booking, liaising with the housing department to assign temporary accommodation, etc.
Assisting with other repatriation related queries as requested
Payment processing
Verifying invoices related to the various relocation/repatriation services for any discrepancies before processing of POs
Preparation of payments and maintain records of all
Preparing and processing of relocation allowances in lieu of unused shipping allowances as per policy
Reporting of shipping invoice amount to NYUAD payroll & tax as needed
Maintaining data record of all travel costs
Required education
Bachelor's degree in a related field
Required experience
5+ years experience 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
Other information about NYUAD
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.