Job Information
Gilead Sciences, Inc. HR & Office Co-Ordinator in Riyadh, Saudi Arabia
For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.
At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.
Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact. Join Gilead and help create possible, together.
Job Description
HR & Office Co-Ordinator - 1 year Fixed Term Contract
Gilead Sciences, Inc. is a research-based biopharmaceutical company founded in 1987, that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people.
Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development.
The HR Coordinator role has been created to support the introduction, build up and ongoing operation of three entities in Saudi Arabia. Joining an already prospering team, the two new entities will come together to contribute to the 2030 vision and the National Transformation plan in the kingdom, as Gilead continues its commitment to serve patients with our innovative solutions in the field of virology, oncology, and fungal infections.
The expectation of the role is to have solid local HR Generalist knowledge and experience to help support the regional HR Shared Services Team (based in the UK) assist our employees with their HR queries and that, from a local operations perspective can help develop and build local policies and procedures, ensure alignment with local regulations, support Vendor Management of PRO Services and help the business to build people practices for the Saudi Arabian affiliate aligned with the global HR operating model and local legislation.
Additionally, this role will work in close collaboration with the Middle East HR Business Partner and the General Managers of all three entities. Ensuring all local HR Administration, Compliance, Training, office co-ordination and office efficiency tasks are met and supported, this person will need to be a spontaneous, pro-active professional as the go-to for all team members and Leadership in Saudi Arabia.
The responsibilities for this role include, but are not limited to:
Local HR Shared Services
Main point of Contact for local PRO Services, working alongside EMEA HRSS TL to performance manage Vendor services of PRO.
Maintain auditable files of local wet-signatures/Trackers/Reporting.
Support PRO with Portal Access tracking and registration
Maintain Coordination of Government Portals access and reporting alongside PRO, including having access to support admin within the portal itself as representative of Gilead.
Preparation of all kinds of letters in Bi-Lingual format to various government and private entities including to bank or any other Saudi entities that includes processing family visit visa and Chamber of Commerce attestation.
Tracking all Non-Saudi nationals work permit, Iqama, and exit re-entry validity and will notifying the employees 30 days in advance for renewal purpose
Managing business-travellers visa support and providing service through MUQEEM portal
Work closely with Global Mobility for Visa Renewal processing.
Proactively update business processes and process documentation to ensure accuracy, relevance and consistency for the kingdom.
Proactively document new processes and or update missing steps process documents, as needed.
In the absence of processes, policies and procedures, will be responsible informing EMEA HR Shared Services relevant POD and assist in mapping and implementing new versions in compliance with local regulations and within the standardized, streamlined and globalized HR business processes.
Participates in the development and implementation of the HR policies and procedures according to relevant local labor law, keeping HR Shared Services POD Teams up-to-date as and when needed.
Work with EMEA HR Shared Services PODs on any misleading data, helping to investigate and reconcile discrepancies of raised queries where able.
HR Business Partner/Office Co-Ordinator Services
Will proactively maintain and administer accurate and timely data as sought from HRBP; update and reconcile data as required to ensure information is current and accurate.
Will provide support for a range of administrative processes supporting the employee lifecycle as locally required.
Provides advice and counsel to managers and employees on various issues, including the interpretation of HR policies and procedures, via support/partnership of EMEA HR Shared Services POD Teams.
Manage local benefits related administration/awareness crafting, documenting, and maintaining interest as required.
Welcome visitors and new hires to the office spaces.
Support COEs with the upkeep of GNet brochures and information/documents belonging to local teams such as Health and life insurance presentation and other benefits.
Help local team members with ESC management and language limitations
Collects, researches, and analyses data for assigned projects, and then makes recommendations, supporting HRBP/Sales/GM.
May participate in the development, implementation, communication, and administration of multiple local programs and/or activities (HR and Otherwise).
Interacts with internal and external staff on significant matters often requiring coordination between organizations.
Manages compliance requirements of HR administration and data management for an assigned area and may train others in tasks.
Works Closely with local leadership to maintain their business needs and inputs between the entities - Following office workflow procedures to ensure maximum efficiency; Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
Ensure that office operations are efficient and add maximum value to the organization, including monitoring office supplies inventory - placing orders where necessary utilizing financial PO system.
Support any local non-HR Audit/Compliance requirements.
Competencies / Skills / Knowledge
Excellent verbal, written, and interpersonal communication skills are required.
Ability to inspire confidence from leadership and team members while driving clarity, alignment, and accountability throughout a fast-paced, complex matrix environment.
Requires full working knowledge and understanding of HR legislation/employment law, principles, policies, and procedures.
While not necessarily the subject matter expert in each HR specialty area, must be able to discuss with management basic organizational development matters.
Possess a strong customer service orientation while maintaining a high level of integrity and confidentially with each interaction.
Must be able to independently identify appropriate actions to take in resolving staffing and/or employee issues using well-defined HR policies and procedures.
Work is performed under general direction. Participates in determining objectives of assignment.
Plan schedules and arranges own activities in accomplishing objectives.
Work is reviewed periodically for adequacy in meeting objectives.
Familiarity and understanding of Local Labor Law.
Ability to prioritize workload to complete assigned deliverables within the allocated timeline.
Candidate will ideally suit a self-starting team player who understands how to successfully operate through a matrix model, build strong international networks, comfortable with ambiguity and flexible.
Education & Experience:
Relevant experience in the HR field, preferably within a Global Corporate, mixed culture/time zone business.
BA or BS degree, preferably with an emphasis in HR or Business.
A Master’s degree can be substituted for 2 years of relevant experience.
Fluent in English & Arabic and a Saudi Arabian Citizen
Working Conditions:
Based in new offices in Riyadh, working Sunday-Thursday.
Cross Managed between EMEA HRSS (25%) and Local Leadership (75%)
Flexible working hours between 0800-1800 TBD
Environmental Conditions:
People are our greatest asset. We foster an environment where innovation thrives and where employees and teams can make a direct and meaningful impact. Our people are empowered to bring their whole selves to their work and share bold ideas, creating possible for our patients and communities.
Three new offices on one floor will represent the new affiliates of the Saudi Arabia business.
The team is currently expanding and growing, with a mixture of teams across Sales, Marketing, Finance for all three affiliates will be in and out the offices.
The Gilead Difference
Everyone at Gilead is motivated by our overarching mission to discover and deliver innovative therapies that improve patient care in areas of unmet medical needs. But it’s just what we do that gives us an edge, it’s how we do it. We expect everyone at Gilead to lead by example, guided by our core values:
Integrity (always doing the right thing)
Teamwork (collaborating in good faith)
Excellence (working at a high level of commitment and capability)
Accountability (taking personal responsibility)
Inclusion (encouraging diversity)
For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.
Gilead Sciences, Inc. is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people. The company is committed to advancing innovative medicines to prevent and treat life-threatening diseases, including HIV, viral hepatitis and cancer. Gilead operates in more than 35 countries worldwide, with headquarters in Foster City, California.