Onboarding & Employee Experience Ambassador Contract

Job Description

1. JOB DETAILS:

Job Title:
Onboarding & Employee Experience Ambassador
Department:
Human Resources

Reports to:
HR Manager – Onboarding
Prepared By:
Stephany Grisales

Grade of Reporting Manager:
FC08
Prepared On:
February 2026

Proposed Grade:
FC05 / FC04?
Evaluated On:

Update/ Upgrade / New Role:
Update
JD Code
NP0144

2. Business Unit Purpose

The HR Onboarding team manages the end-to-end onboarding process for new hires, ensuring smooth coordination of documentation, visa processing, travel logistics, accommodation, system access, compliance requirements, and deployment readiness. The team ensures that all employees are fully prepared to start their roles efficiently and in alignment with company policies and operational needs.

3. Job Purpose: One sentence describing the overall objective of the job and, essentially, why the job exists.

To coordinate and execute the administrative and logistical aspects of the onboarding and mobilization process, including airport reception, travel, accommodation, data management, and reporting, ensuring new hires are operationally ready and provided with a positive onboarding experience from arrival to deployment.

4. Job Dimensions and Scope: The significant elements on which the job has some direct or indirect impact. It provides data which gives an indication of the scope and scale of the job.

Direct Reports:
–

Indirect Reports:
–

Impact on Revenue:
(Please Explain the Impact)
–

Impact on Cost:
(Please Explain the Impact)

Impact on Employee (count):
–

5. Organisation Structure: Org chart for the Business Unit:
Org chart should clearly depict the layout of the Business unit. Please highlight the Manager and the Manager’s manager.
(Please provide the complete span of control in-case of managerial roles)

SVP – Human Resources

AVP HR – People Operations

Sr. Mgr – TA & Onboarding

HR Manager – Onboarding

HR Specialist – Onboarding | HR Coordinator – Onboarding | HR Generalist – Onboarding

6. Key Result Areas: What are the critical accountabilities of the job? Write in bullet points and focus on the results that are expected from the job. In each statement (eight to ten in total), please indicate what has to be done, within which area or framework, and with what end result (e.g. “Prepare, gain agreement for, and implement, capital expenditure plans which ensure that future production/operation needs are met within acceptable cost limits”).
Reference should be made to: contribution to business strategy; planning; budgeting; operations; team leadership; team contribution; challenges; latitude for decision making etc.
Against each area of responsibility mention the measures for the end result i.e. mention the key indicators to track performance

Coordinate and physically attend airport pick-ups for overseas new joiners, ensuring safe arrival, welcome reception, and transportation to assigned accommodation in line with company onboarding standards.
Coordinate and manage accommodation allocation and readiness for incoming employees (Grades 1–4), including accompanying employees to accommodation when required and ensuring smooth check-in and initial settlement.
Manage and confirm flight bookings for overseas hires, ensuring alignment between travel dates, accommodation readiness, and onboarding schedules.
Coordinate and prepare all welcome packs for new joiners, ensuring materials are ready, complete, and distributed on or before the employee’s first day.
Execute all administrative onboarding activities, including documentation tracking, data entry, follow-ups, checklist monitoring, and maintaining organized employee records in line with HR processes.
Maintain accurate onboarding data across dashboards, trackers, and HR systems, ensuring timely updates and reliable information for operational reporting.
Prepare and submit weekly operational reports, ensuring accuracy, completeness, and adherence to reporting deadlines.
Support deployment readiness by coordinating logistics and confirming that all administrative onboarding steps are completed prior to employee start.
Provide flexible working hours when required to support airport arrivals outside standard working times and ensure uninterrupted onboarding delivery.

7. Job Context: A general commentary of any aspects of the job that are relevant and need more explanation e.g. current projects, operating context/environment, key challenges, economic climate etc.

Operating in a high-volume and fast-paced environment, this role requires strong organizational skills and daily task discipline, as delays or inaccuracies may directly impact onboarding workflow and operational readiness. The position demands flexibility to support airport arrivals outside standard working hours and the ability to manage multiple priorities simultaneously. Excellent customer service and communication skills are essential, as the role plays a key part in shaping the first impression and overall experience of new joiners. Strong coordination, attention to detail, and proactive follow-up are critical to ensure smooth execution across all onboarding activities.

8. Knowledge, Skills & Minimum Experience: What does it take to deliver the Key Result Areas in terms of knowledge/qualification, specific experience, technical and /or management skills, etc.? This should be based on the requirement for the job and should not be confused with the actual qualification & experience of the current incumbent.

Education Qualification
Diploma or bachelor’s degree in human resources, Business Administration, Hospitality, or a related field.
Equivalent practical experience in coordination or customer service roles will also be considered.
Work Experience
Minimum 2–3 years of experience in onboarding, HR operations, customer service, hospitality coordination, or logistics roles.
Experience managing travel arrangements, accommodation coordination, or high-volume administrative processes is preferred.
Experience working in a fast-paced operational environment is an advantage.
Skills
Strong proficiency in Microsoft Excel and administrative tracking tools.
Excellent verbal and written communication skills.
Strong organizational and time-management skills.
High attention to detail and data accuracy.
Customer service-oriented mindset.
Ability to manage multiple tasks and meet daily operational deadlines.
Flexibility to work outside standard hours when required.