Administrative Assistant to HR

Job Summary

HR Administration

• Maintain and update employee records, files, and HR databases.
• Prepare employment contracts, letters, certificates, and other HR-related documents.
• Assist in onboarding and offboarding processes.
• Coordinate employee visa, labor card, medical insurance, and other employment-related documentation.
• Track employee probation periods, contract renewals, and document expiries.
• Support payroll preparation by maintaining attendance, leave, and employee data records.
• Maintain confidentiality of employee information and company records.

Recruitment Support

• Schedule interviews and coordinate with candidates and hiring managers.
• Screen applications and maintain recruitment records.
• Prepare offer letters and employment-related documentation.
• Assist in posting job vacancies on recruitment platforms.

Employee Relations & Communication

• Respond to employee inquiries regarding HR policies and procedures.
• Assist in organizing employee engagement activities, training sessions, and company events.
• Prepare internal announcements and HR communications.

General Administrative Support

• Manage HR filing systems, both physical and digital.
• Coordinate document collection, scanning, and archiving.
• Prepare reports, spreadsheets, and presentations as required.
• Support office administration activities when needed.
• Perform other duties assigned by management.

Qualifications

• Bachelor's degree or Diploma in Human Resources, Business Administration, or a related field.
• Previous experience in HR administration or office administration is preferred.
• Knowledge of UAE Labour Law and HR practices is an advantage.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with HR software and document management systems is preferred.

Skills & Competencies

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• High level of accuracy and attention to detail.
• Ability to handle confidential information professionally.
• Strong multitasking and coordination abilities.
• Problem-solving mindset and proactive approach.
• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs)

• Accuracy and completeness of employee records.
• Timely processing of HR documentation.
• Efficient onboarding and offboarding coordination.
• Compliance with document expiry tracking.
• Responsiveness to employee and management requests.
• Maintenance of organized HR filing systems.

Working Conditions

• Full-time position.
• Office-based role.
• May be required to assist with HR events, training sessions, and recruitment activities.