HR Representative Office Manager

Posted Date 19 days ago
Location United Arab Emirates
Discipline Human Resources
Job Reference 32481
Salary 0.0
Our client is looking to hire a HR Representative - Office Manager to be based in Dubai, UAE.

Duties and responsibilities:
  • The HR Representative is reporting to the HRBP Dubai and, in mutual consent, acting as the local HR Admin Representative for daily HR issues and for the local implementation of the global HR policies.
  • The Office Manager is responsible for assisting the General Admin department in the organization of the daily operations within the Dubai office and for advising and assisting the group’s Finance, Legal and MarComs department in the coordination and implementation of any matters with the respective local partners. Main Tasks

General Office Administration tasks in support of the Board / Site Lead, HRBP, Finance, Legal & MarComs:
  • Manage all office requirements. PRO function (process office lease renewals, government FZ (Tecom) & Fujairah licenses, port registrations, customs
  • requirements)
  • UBO and other compliances local insurances (ex. workmen’s compensation, property all risks, third party liability, medical insurance)
  • HSE to support Field Coordinator with requirement, docs, …
  • Daily office management tasks including but not limited to:the order of amenities
  • the organization of team activities liaise with Paris Finance Department on Accounting & Finance related tasks
  • Check Expense Notes on compliance with local rules

HR Tasks:
  • Be the local HR representative and assist the regional HRBP on any corporate HR items and related reporting absence & leave management annual flight tickets implementation & follow-up on travel policy
  • application & renewal of employee visa. Follow-up on any updates re. the UAE Labor Law
  • Follow-up on the employees’ escalation and requirements related to medical insurance, corporate insurance, office setup, HR and local guidelines
  • Issuance of employees’ letter, NOC requests,…
  • Assist on new hires
  • Coordinate hire process with hiring manager and agencies, collecting CVs and share to interviewers. Attend hiring interviews from the perspective of local HR. Schedule interviews
  • Set up of payroll, insurances
  • Purchase laptop, mobile, uniform
  • Intro on first day
  • Assist on PC and mobile reset after leave and set up for newcomers with IM Service desk
  • Assist on resignation/dismissals (exit practicalities & follow up paperwork such as insurance termination procedure)

Marketing Assistant Tasks:
  • Support Marketing Team at European Head Office and Sales Team at Dubai Office in organizing events for the region’s
  • customers and SPs (booking conference/hotels, activities, yearly events, marketing materials, goodies, logistics, etc);
  • Organize local small customer workshops/webinars. Check external events to be considered attending in the region Support MarComs in e.g. maintaining local website

Procurement of IT equipment ordered by employees in Dubai. Finance:
  • Petty cash handling and monthly petty cash report. Collate, monitor, and request payment of Expense payables including telephone cost allocation Monitor Cheque issuances & security deposit to be reported to accounting. ICV certification Monitoring and submission of Ministry of Finance compliance such as ESR and other DDA compliance
  • Coordination with local bank / HSBC when needed
  • Coordination of Annual Audit Report

Qualifications & Professional Skills:
  • English a must
  • Basic knowledge of Office Admin & HR processes: Government requirements, office lease, visas, insurance, registrations, selection & recruitment, labour law, absence & leave management,