Employee Onboarding and Relocation Services Specialist - Relocation Services

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 a Emplyee Onboarding and Relocation Services Specialist reporting to Assistant Director, Relocation Services. 

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.

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 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 PO’s
• 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

Qualifications

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

Additional 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.