Graduate Programme Operations Specialist

Overall purpose

Programme administration and tracking

• Maintain the programme planner, graduate tracker, rotation schedule, and action log.
• Track activities, forms, documents, learning requirements, and submissions; follow up on outstanding items.
• Maintain electronic graduate records covering travel, visas, accommodation, leave, expenses, and rotations.
• Prepare status updates and flag overdue actions, missing documents, risks, and delays to the Programme Lead.
• Support induction, development sessions, onboarding, rotation changes, and programme events.
• Develop and circulate programme SOPs and monitor compliance.
• Maintain accurate HRIS and related-system data, conduct checks, resolve discrepancies, and escalate data risks.

Travel and rotation logistics

• Coordinate domestic and international flights, hotels, temporary accommodation, and other approved travel arrangements.
• Prepare itineraries, joining information, booking confirmations, and arrival details.
• Confirm accommodation, access, workspace, IT equipment, local orientation, and day-one arrangements with local HR and host offices.
• Follow up on upcoming graduate movements and incomplete arrangements; record bookings, changes, cancellations, and costs.

Visa and mobility administration

• Support visa and work permit applications for international rotations.
• Collect graduate documents and follow up with local HR, mobility providers, or external advisers.
• Maintain a visa tracker with application stages, actions, key dates, and status.
• Escalate delays or missing documents that may affect travel, start dates, or rotation continuity.
• Handle personal documents securely and in line with data protection and confidentiality requirements.

Graduate and stakeholder support

• Serve as the first contact for routine programme administration and practical queries.
• Record and route annual leave requests for approval and maintain a leave tracker.
• Check expense submissions for receipts, approvals, and required information; follow up on incomplete claims and track payment status.
• Refer policy, employee relations, and complex mobility matters to the appropriate HR or programme owner.
• Coordinate communications for arrivals, departures, transfers, itinerary changes, and programme deadlines.
• Build working relationships across locations and time zones, track agreed actions, escalate unresolved issues, and provide progress updates.

Essential requirements

• Previous experience in an administrative, HR support, programme support, travel coordination, or similar role.
• Accurate experience maintaining trackers, schedules, records, and action logs, and coordinating multiple activities, stakeholders, and deadlines.
• Appropriate handling of confidential employee or personal information.
• Clear written and verbal communication and confidence following up across levels and locations.
• Intermediate Excel skills, including trackers, sorting and filtering, data validation, conditional formatting, basic lookup formulas, and simple reporting.
• Proficient Outlook, Teams, and SharePoint or OneDrive skills; competent Word and PowerPoint use.
• Ability to learn HR, travel, expense, visa, or learning systems.

Desirable experience

• Graduate, early careers, talent development, or rotational programme support experience.
• Exposure to international travel, relocation, visa, or global mobility administration.
• Experience processing expenses, purchase requests, or basic cost tracking.
• Experience working across countries, cultures, and time zones.

Compensation and benefits

• The employer describes a market-leading salary and benefits package and opportunities for career growth and personal development; no amount or pay cadence is stated.

Work location

• The stated work location is Dubai, United Arab Emirates.