Associate HR Shared Services (1 year Contract - 3rd Party Payroll)

Job Description

Associate - HR Shared Services((1 year Contract - 3rd Party Payroll - Fully Work From office with 2 days week off - If working on a Saturday, comp off will be provided)

Department Human Resources Shared Services (HRSS)

Designation Associate - HR Shared Services

Location Gurugram, Haryana

Job Profile

To support end-to-end Pilot Resourcing activities across various hiring streams including Experienced Pilots, Cadet Pilots, CPL Holders, Transition Programs, Expat Pilots, and Trainee Captains. The role is responsible for candidate coordination, assessment scheduling, documentation management, onboarding readiness, stakeholder engagement, and process compliance while ensuring defined SLAs and excellent candidate experience.

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Key Responsibilities

1. Candidate Lifecycle Management

• Coordinate pilot recruitment activities from application stage to joining.
• Act as the primary point of contact for candidates throughout the hiring journey.
• Maintain regular communication regarding assessments, documentation, medicals, and onboarding activities.
• Ensure timely closure of candidate queries and escalations.

2. Interview & Assessment Coordination

• Schedule and coordinate:
• HR Interviews
• Technical Interviews
• Psychometric Assessments
• ADAPT Assessments
• Simulator Assessments
• Pre-employment Evaluations
• Share interview invites and assessment instructions.
• Coordinate with Flight Operations, Training, and Talent Acquisition teams for slot management.

3. Medical & Drug Test Coordination

• Schedule pre-employment medical examinations.
• Coordinate drug screening appointments with approved vendors.
• Monitor reports and ensure timely completion within hiring timelines.
• Escalate pending cases and maintain status trackers.

4. Documentation & Compliance Management

• Collect and verify:
• Licenses
• Medical Certificates
• Passport & Visa Documents
• Educational Documents
• Employment Records
• Mandatory Joining Documents
• Ensure completeness and accuracy of candidate records.
• Maintain audit-ready documentation at all times.

5. Offer & Pre-Joining Support

• Facilitate agreement issuance and execution.
• Track acceptance and document submission status.
• Coordinate DOJ allocation and onboarding readiness.
• Ensure completion of all pre-joining formalities.

6. Travel & Logistics Coordination

• Arrange:
• Flight bookings
• Hotel accommodations
• Interview venue logistics
• Induction venue coordination
• Liaise with internal stakeholders and vendors for seamless execution.
• Monitor costs and maintain supporting records.

7. Background Verification Support

• Initiate and track BGV requests.
• Follow up with candidates and vendors for pending checks.
• Monitor SLA adherence and escalate deviations.
• Maintain BGV records and tracker updates.

8. HR Operations & Shared Services Support

• Support day-to-day HR Shared Services activities related to Pilot Hiring.
• Ensure adherence to SOPs, policies, and quality standards.
• Provide operational support during induction and joining events.
• Participate in process improvement and automation initiatives.

9. Tracker Management & MIS Reporting

• Maintain:
• Recruitment Tracker
• Interview Tracker
• Medical Tracker
• Assessment Tracker
• BGV Tracker
• Onboarding Tracker
• Candidate Movement Reports
• Generate daily, weekly, and monthly MIS reports.
• Publish dashboards reflecting:
• Pipeline Status
• SLA Adherence
• Hiring Progress
• Joining Forecast
• Offer Conversion Metrics

10. Stakeholder Management

• Coordinate with:
• Talent Acquisition
• Flight Operations
• Training Department
• Medical Vendors
• Assessment Partners
• HR Business Partners
• Finance & Travel Teams
• Ensure timely updates and resolution of operational issues.

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Required Qualifications

Educational Qualification

• Graduate in any discipline.
• MBA / PGDM in HR preferred.

Experience

• 1 to 4 years of experience in HR Operations, Recruitment Coordination, Shared Services, or Candidate Lifecycle Management.
• Aviation hiring experience preferred.

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Required Skills

Technical Skills

• MS Excel (Advanced)
• PowerPoint
• Outlook
• SharePoint
• ServiceNow
• SuccessFactors (preferred)
• Data Management & Reporting

Behavioral Competencies

• Strong coordination skills
• Attention to detail
• Stakeholder management
• Communication skills
• Problem solving
• Customer service orientation
• Ability to work under tight timelines
• High level of confidentiality and compliance adherence