Advisor I – HR Services

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Job Description


  • Provide general administrative support in performing all project related personnel and administrative issues including employment status changes, mobilization and demobilization of personal, maintenance of timesheet records, payroll generation, processing of leave applications and other related tasks.
  • Enter data on the system Mobilization/Demobilization charts. Continuously updated and modify charts as and when required.
  • Compare project Manpower Loading Charts to system mobilization/demobilization charts, identify and report mobilization/demobilization conflicts and discrepancies.
  • Assist in processing mobilization of personnel to and from project site locations. Obtain and process required documentation that include passport details, visas, invitation letters, immigration documents, Medical examinations, Safety and Security equipment & procedures, travel tickets and other travel documents.
  • Coordinate the arrival and departure of personnel to various sites including the arrangement of transport, accommodation and immigration formalities.
  • Provide support to Site administrators on administrative and HR issues, clarify queries and resolve personnel related problems as needed.
  • Initiate and track per diem payments, prepare vouchers and obtain the necessary approvals, log payments to ensure that multiple payments are not made.
  • Establish contact with new candidates ensure the completion and submission of all necessary pre-employment documents including the attested academic certifications, results of medical exams etc., ensure candidate obtains all necessary legal and immigration documents for travel.
  • Determine actual arrival and departure dates of personnel, advise payroll for issuance of Action Sheets.
  • Update project management accordingly.
  • Ensure travel ticket requests are entered accurately into the system, follow-up ticket approvals, investigate and resolve rejected ticket requests. Upload documents to system HRMS files.
  • Process travel expense claim forms. Review and check all submitted invoices related to pre-employment expenses including mobilization & travel.
  • Assist in release formalities of personnel; ensure performance appraisal forms are completed for all demobilizing employees. Coordinate with HR and other project administrators on next assignments or long leave status details, update mobilization/demobilization charts accordingly.
  • Monitor project leave applications and personnel leave entitlements, calculate leave and ticket
  • entitlements, ensure that leave and ticket applications are in-line with entitled balances. Resolve leave issues with site project administrators. Identify late leave returns, investigate and obtain justification through the coordination with Site project administrators.
  • Provide administrative support and assistance to Client personnel when required.
  • Ensure medical exam results are valid and verified by the authorized company assigned medical provider.
  • Perform other duties are required by Supervisor.
  • Responsible in maintaining Petrofac HSSE Policies, Life Saving Rules & Standards and perform assigned tasks and duties in accordance with instructions, safety rules/procedures, regulations and codes of practice.


  • Bachelor degree with a minimum of 5-7 years’ experience in general administration in the Oil and Gas Industry.
Sharjah, United Arab Emirates