Role Summary

The HR Validation Coordinator ensures that all personnel documentation required for client validation is complete, up to date, and compliant with contractual and operational requirements. This position acts as the focal point between HR Partners, the Training Department, and clients, coordinating all pre-validation activities to guarantee readiness for mobilization.

Responsibilities

Documentation Control

• Ensure that all personnel files are complete and compliant with client validation requirements.
• Review and verify the accuracy and validity of personal documents, certificates, and medical exams before submission to clients.
• Maintain a clear and organized record of all validation statuses and expiration dates (medical, trainings, IDs, licenses, etc.).
• Coordinate with HR Partners to collect missing or updated documentation from employees.
• Update employee CV’s as per information available in the employee files.

Training Coordination

• Liaise with the Training Department to schedule or request required courses when any certification or competency is expired or missing.
• Track completion of mandatory training and update validation status accordingly.
• Monitor upcoming expirations and proactively trigger renewals to avoid delays in validation or mobilization.

Client Validation Interface

• Act as the main point of contact between HR and the client.
• Submit complete and verified dossiers for validation in line with each client’s format and requirements.
• Address and resolve any feedback or discrepancies raised by the client validation department.
• Maintain continuous communication with HR Partners and Training to ensure timely response to client observations.

Coordination & Reporting

• Prepare and maintain the validation tracker, ensuring accurate status of each employee.
• Provide periodic reports on validation progress, pending items, and upcoming expirations to HR Advisor Operations and HR Partners.
• Support audit preparation related to personnel compliance and documentation readiness.
• Identify recurrent validation issues and suggest improvements to streamline the process.

Qualifications and Experience

•  Bachelor’s degree in Administration, Human Resources, or related field preferred.
•  Previous experience in HR coordination, documentation control, or client validation processes preferred.
• Intermediate to advanced English proficiency (written and spoken).
• Knowledge of local and client compliance requirements is desirable.
• Strong attention to detail and organizational skills.
• Excellent communication and follow-up abilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficient in MS Excel, SharePoint, and document management systems.
• Understanding of offshore training and certification requirements (BOSIET, HUET, Well Control, Medical, etc.) mandatory. Is an asset.
• Hands on experience with HRIS (Workday), Skills VX and Mintra advantageous