Mobilization Specialist

1.      Purpose:

A mobilization specialist under the HR department involves developing and implementation (HR) Mobilization strategies to facilitate effective work force mobilization and ensuring that candidates are smoothly transitioned into their roles within an organization. This includes managing change communication, overseeing the mobilization timeline, and ensuring compliance with all relevant regulations, such as work visas or permits. In this role, maintaining a smooth, efficient process is key to creating a positive candidate experience and ensuring that new hires are fully prepared to begin their roles with the company.

2.      Key Accountabilities:

• Promptly action mobilization requests received from  the Talent Acquisition team upon the candidate once approved by the client and leadership team, ensuring quick follow-up and efficient process initiation.
• Send welcome emails to new hires, providing an overview of the mobilization process and serving as the main point of contact.
• Gather and verify documents required for employment / work visa, such as educational certificates, identification, work permits, and visa applications.
• Act as a mobilization buddy for assigned candidates, facilitating their transition to Jasara.
• Ensure candidates are mobilized within the assigned time frame, addressing any delays by looping in the lead for guidance.
• Coordinate with the Government Relations team to initiate visa invitations issuance.
• Coordinate the visa application process and explain the visa process to new hires including liaising with immigration authorities, legal teams, or external agencies to ensure candidates can legally work in the country of employment.
• Review and validate documents with the assistance of contracted agents, liaising with candidates to complete necessary actions.
• Assemble required documents for work visas, including attestations, and provide these to the candidate and agent.
• Share Jasara’s onboarding materials, such as the welcome guide, AMN check requests, and Saudi Council of Engineers (SCE) registration process, ensuring new hires are fully informed.
• Regularly follow up with agents and candidates, updating weekly progress on shared trackers, and informing the line manager of status, improvements, or delays.
• Work closely with Talent Acquisition, HR Operations & Onboarding, Logistics, and Administration to ensure all paperwork, including visa documents and required forms, is accurately completed.
• Assess mobility costs and provide initial review for lead approval of invoices related to new hires, such as visa service agency payments.
• Maintain accurate records of employee mobilization, including medical reports, police certificates, attested degrees, SCE registration, visa copies, passports, and photos.
• Address mobilization queries from candidates, ensuring clear communication throughout the mobilization phase.
• Ensure all steps are completed within specific timelines to meet project start dates.
• Share new joiners’ lists with the line manager and the respective teams at least two weeks before their confirmed start dates.
• Inform logistics of confirmed joining dates and coordinate with HR and GR teams for local Iqama transfers, ensuring prompt sharing of required documents.

3.      Required Qualifications:

• Bachelor’s degree in a related field.
• 3-5 years’ experience in Mobilization (Human Resources). Strong knowledge of mobilization, onboarding, employee relations and government relations principles and practices.
• Ability to manage multiple tasks and deadlines.
• Excellent interpersonal skills to liaise effectively with candidates, internal teams, and external vendors.
• Detail-oriented, with strong skills in document management and record-keeping.
• Knowledge of Immigration Laws and Compliance such as Familiarity with visa processes and work permit regulations of KSA.
• Capability to troubleshoot and resolve logistical or procedural challenges and flexibility to handle changing requirements or unforeseen delays.
• Exceptional organizational and time-management skills, effective communication and collaboration, problem-solving, and decision-making abilities.
• Proficient in MS Office, HR software and tools.

4.      Other Requirements

• Other duties may be assigned to you within the scope of your role and as directed by your manager.