Many graduates and job seekers look for a clear answer to a simple question: what does an HR specialist do during their day? The answer differs from one organization to another, but there are fixed tasks that recur in most organizations, and there are tasks specific to the Saudi job market related to regulations, digital platforms, and localization programs.
This article explains the duties and responsibilities of an HR specialist, presents the typical job description for the role, clarifies the skills and qualifications required, and then shows how a new employee starts their path in this field. It suits people looking for a job in Human Resources, new employees in the department, and those thinking of moving into this specialty.
Who is an HR specialist?
An HR specialist is the employee who carries out the functions of human resources management within the organization, such as recruitment and hiring, preparing contracts, tracking attendance, leave, and payroll, training, and performance evaluation. They are the daily link between employees and management, and they apply policies and regulations on the ground.
To understand the full picture of the functions the specialist works on, you can refer to the article What Is Human Resources Management and Its Core Functions on the Bayan Learning blog.
The difference between a specialist, an officer, and a manager
Titles vary by the size of the organization, but the general differences among the three levels are as follows:
| Level | Nature of work | Example tasks |
|---|---|---|
| HR specialist | Carrying out procedures and following them up | Screening résumés, preparing contracts, data entry, tracking attendance |
| Officer or department head | Supervising the team and quality of execution | Reviewing procedures, distributing tasks, submitting reports |
| HR manager | Planning, setting policies, and decisions | Workforce plans, pay structures, policies, budget |
In small organizations one person may combine the specialist’s and the manager’s tasks, while large organizations specialize in narrow roles such as recruitment specialist, payroll specialist, or training specialist.
Job description for an HR specialist
A job description is a document that defines the purpose of the job, its duties, and the qualifications required to fill it. The following is a general template whose details may differ from one organization to another:
| Description element | Content |
|---|---|
| Job title | HR Specialist |
| Reports to | HR manager or department head |
| General purpose | Carrying out HR procedures according to policies and regulations, and supporting employees and departments in their employment matters |
| Main duties | Recruitment, hiring, onboarding, employee affairs, payroll, training, performance, compliance |
| Required qualification | Bachelor’s degree in business administration, human resources, or a related specialty |
| Experience | One to three years for most jobs, and training experience is accepted for new graduates |
| Skills | Communication, knowledge of the Labor Law, organization, Excel, confidentiality |
Duties and responsibilities of an HR specialist
The specialist’s responsibilities are spread across several areas, and here is an explanation of the most important ones.
Recruitment and hiring
The work starts with coordinating with the department requesting the job to understand the required specifications, then advertising the job through suitable platforms. After that the specialist screens résumés, contacts candidates, arranges interviews, collects evaluations, then prepares the job offer and follows up on its acceptance. Responsibilities here also include verifying qualifications and previous experience before finalizing the contract.
Onboarding and preparing the new employee file
The specialist prepares the employment contract and records the employee’s data in the systems, arranges their first day, and introduces them to the policies, the team, and the work tools. The quality of onboarding affects how quickly the employee integrates and whether they stay in the job during the first months.
Employee affairs and payroll
The specialist handles keeping employee files and updating their data, tracking attendance, leave, and permissions, and preparing the payroll in coordination with the finance department. They review deductions, allowances, and bonuses and make sure they match contracts and regulations. Accuracy in this task is essential because any error in pay directly affects employee trust.
Training and development
The specialist takes part in identifying training needs after reviewing evaluation results and managers’ requests, then nominates employees for suitable programs, follows up on their registration and attendance, and collects evaluation results after the program. Organizations can benefit from Bayan Learning in designing training programs that suit their teams’ needs.
Performance evaluation
The specialist organizes the evaluation cycle: sending forms to managers, following up on their submission on time, collecting and analyzing the results, and preparing reports used in decisions on promotions, raises, and training.
Employee relations
The specialist receives employees’ inquiries and complaints, documents them and refers them to the competent party, and follows up on disciplinary procedures according to the work regulations approved in the organization. They also take part in exit interviews to understand why employees leave, and prepare end-of-service settlements.
Regulatory compliance
The specialist follows the application of the Labor Law and its implementing regulations, adherence to deadlines for registering employees with social insurance, documenting contracts, and following up on the renewal of documents and licenses related to the workforce. This task requires continuous monitoring of new decisions issued by the regulatory bodies.
Reports and data
The specialist prepares periodic reports on headcount, turnover rate, absence rates, cost of hire, and localization rates. Senior management relies on these reports to make its decisions, so the specialist needs to master Excel and data presentation tools.
Duties of an HR specialist in Saudi Arabia
The job in the Kingdom is distinguished by its close link to digital platforms and local regulations, and the most important things the specialist deals with are the following:
- Qiwa platform: For managing documented contracts and labor services, available through the Qiwa platform.
- Mudad platform: For wage protection and proof of salary payment, available through the Mudad platform.
- General Organization for Social Insurance: For registering employees and paying contributions, with services available through the Social Insurance website.
- Ministry of Human Resources and Social Development: The regulator of the labor market and localization, and you can read its decisions through the Ministry website.
- Jadarat platform: For advertising jobs and recruitment, available through the Jadarat platform.
- Human Resources Development Fund: To support employment and training programs, and you can look up its programs through the Fund’s website.
- The Labor Law and its regulations: The regulatory reference for the rights and duties of both parties, and you can read the regulations through the Bureau of Experts at the Council of Ministers.
Tasks specific to the Saudi market also include following the required localization rates according to the organization’s activity and size, preparing the data requested by regulatory bodies, and updating employee data on the platforms after any change in contract, salary, or title.
To learn about qualification programs that support workers in this field, you can visit the Technical and Vocational Training Corporation which accredits Bayan Learning among training providers.
Daily, weekly, and monthly tasks
Dividing tasks by time cycle helps in understanding the actual nature of the work:
| Cycle | Example tasks |
|---|---|
| Daily | Answering employee inquiries, tracking attendance, screening résumés, updating files, preparing requests |
| Weekly | Arranging interviews, following up on approved leave, coordination meetings with managers, following up on pending tasks |
| Monthly | Preparing the payroll, absence and turnover reports, updating platform data, following up on contribution payments |
| Yearly | Performance evaluation cycle, training plans, reviewing regulations, reviewing job descriptions |
HR specialist skills
The job combines technical skills related to procedures and regulations with personal skills related to dealing with people.
Technical skills
- Knowledge of the Labor Law and its implementing regulations and the Social Insurance Law.
- Mastery of Excel in tables, formulas, and pivot tables.
- Using HR systems and entering data accurately.
- Preparing reports and presenting data using tools such as Power BI.
- Writing job descriptions, job ads, and contracts.
- Familiarity with interview methods, tests, and candidate evaluation.
Personal skills
- Clear verbal and written communication.
- Confidentiality, because the specialist handles personal and financial data.
- Organization, time management, and prioritizing.
- Impartiality and fairness in dealing with employees.
- Negotiation and conflict resolution.
- Willingness to learn and keep up with regulatory updates.
For those who want to strengthen their analytical skills, you can browse the training programs at Bayan Learning and choose the programs related to Excel and data analysis.
Required qualifications and certifications
Most organizations require a bachelor’s degree in business administration, human resources management, psychology, or a related specialty. Some bodies accept graduates of other specialties if they have specialized courses and practical experience. Factors that improve the chances of acceptance include:
- Cooperative training or volunteer work in an HR department.
- Specialized courses in Human Resources and the Labor Law.
- International professional certifications in the field for those who want to advance to higher levels.
- Good English in organizations that use it at work.
The career path of an HR specialist
The path usually starts with a job as a specialist or HR assistant, then moves to senior specialist or section officer after gaining experience, then to department head or HR manager. A specialist can specialize in one area such as recruitment, compensation, training, or HR analytics, or move toward consulting in the field. Opportunities for promotion increase with developing analytical skills and regulatory knowledge.
Challenges of working in Human Resources
- Multitasking: Especially in small organizations where one person handles most functions.
- Regulatory changes: They require continuous monitoring of decisions and updates.
- Balancing the interests of the organization and the employee: It requires impartiality and clarity in applying policies.
- Pressure of regulatory deadlines: Such as payroll dates and registration in the systems.
- Handling sensitive information: This requires a strict commitment to confidentiality.
How do you start your career as an HR specialist?
- Learn the theoretical basics of HR functions.
- Read the Labor Law and its implementing regulations and understand the rights and duties.
- Practice on the core digital platforms such as Qiwa, Mudad, and social insurance.
- Master Excel and data analysis tools.
- Look for practical training or an entry-level job in a small or mid-sized organization.
- Document your knowledge with an accredited course or certificate.
You can explore courses in Human Resources, Excel, Power BI, and AI at Bayan Learning to choose the program that suits your level. If you represent an organization looking for a customized training program for the HR team, you can contact the Bayan Learning team to discuss your needs.
Frequently asked questions about the duties of an HR specialist
What are the most important duties of an HR specialist?
The most important are recruitment and hiring, employee affairs and payroll, training, performance evaluation, employee relations, compliance with the Labor Law, and preparing HR reports.
What is the job description of an HR specialist?
It is a document that specifies the job title, reporting line, general purpose, duties, qualifications, experience, and skills required to fill the job.
What are the core skills of an HR specialist?
Communication, knowledge of the Labor Law, organization, mastery of Excel, confidentiality, the ability to resolve conflicts, and using HR systems.
Can I work in Human Resources without a university degree in the field?
Yes in some organizations, provided you have specialized courses and practical experience or training, but a related degree gives an advantage when applying.
What is the difference between an HR specialist and an HR manager?
The specialist carries out and follows up on procedures daily, while the manager sets plans and policies, makes decisions, and supervises the team.
What platforms does an HR specialist deal with in Saudi Arabia?
The most important are Qiwa, Mudad, Social Insurance, and Jadarat, in addition to the portals of the Ministry of Human Resources and Social Development and the organization’s internal HR systems.
The duties of an HR specialist vary across recruitment, hiring, employee affairs, payroll, training, evaluation, compliance, and reporting. In Saudi Arabia, tasks are added for dealing with digital platforms and following up on localization and local regulations. Someone who combines regulatory knowledge with analytical and communication skills is better able to succeed in this job and progress along its career path.
If you plan to enter the field or develop your skills in it, browse the available training programs and choose what suits your goal.