Assistant Manager, HR & Administration

We are seeking an experienced HR & Administration Assistant Manager to lead the full spectrum of HR operations for our Dubai office.

The role requires strong practical knowledge of UAE employment legislation and proven experience handling sensitive employee relations matters across a culturally diverse workforce, including supporting Emirati employees.

The successful candidate will act as a trusted adviser to local management and Group HR, providing balanced, commercially practical and legally sound guidance on employee relations, recruitment, payroll, compensation, performance management, disciplinary matters and employee exits.

This is a hands-on role combining HR generalist work with day-to-day office administration.

The successful candidate will personally handle HR and administrative matters while leading the local administration support staff.

Reports to:

Matrix reporting to the Group HR Director and Hub Director

Role and Responsibilities:

• Prepare monthly payroll inputs and coordinate with ADP payroll vendor, Finance, local partner and Group HR, ensuring accurate, timely and compliant processing.
• Validate payroll inputs, maintain supporting records and resolve payroll queries or discrepancies.
• Support salary reviews, bonus exercises and other compensation-related adjustments.
• Prepare HR and payroll reports and support internal and external audits.

• Personally manage day-to-day HR operations and provide practical, legally sound advice to local management, employees and Group HR.
• Manage employee relations matters, including grievances, investigations, discipline, performance concerns, absenteeism and employee exits.
• Administer promotions, transfers, leave, attendance, overtime, claims and medical insurance matters.
• Maintain accurate employee records in the HRIS system in a timely manner.
• Ensure fair treatment, complete documentation, data accuracy and compliance with UAE law, company policies and confidentiality requirements.

• Manage recruitment with hiring managers, including job requirements, sourcing, screening and interview coordination.
• Handle onboarding and mobilization end-to-end, including employment documents, visas, travel, temporary accommodation, IT setup and orientation.
• Prepare and administer contracts, salary certificates, transfer letters, NOCs, work permits, MOHRE/WPS requirements and employee records.
• Manage offboarding, including resignations, terminations, final settlements, visa cancellations, clearance and exit interviews.

Office Administration

• Manage daily office administration and supervise the administrative support and receptionist.
• Process office invoices, expenses, payment submissions and supporting records in coordination with Finance.
• Coordinate business travel arrangements, including itineraries, flight bookings, hotel bookings, visas and ground transport.
• Manage reception and front-office services, visitors, calls, couriers, mail, meeting rooms, office supplies and general office support, and provide cover when required.
• Advise and support expatriate employees on housing rental matters, including property searches, tenancy documentation, renewals, utilities and move-in or move-out coordination.
• Manage office facilities, maintenance, service providers and vendors, ensuring a safe, efficient and well-supported workplace, including health and safety and emergency/evacuation arrangements.
• Handle company government and PRO matters, including trade licence, establishment card and immigration renewals.
• Manage the office tenancy (Ejari), lease renewals and landlord coordination.
• Monitor the office administration budget and costs.
• Manage and coordinate on external customer events.
• Train the administration support staff and set their work priorities, service standards and coverage arrangements.

General

• Undertake other duties reasonably assigned by the Group HR Director or Hub Director.

• Minimum 7 years of progressive HR and office administration experience in the UAE. Candidates with more extensive experience, including at least 3 years in senior HR generalist and administration role in the UAE, may be considered at Manager level.
• A hands-on, practical team player who is comfortable personally handling both HR and administrative tasks, from documentation and payroll inputs to office and vendor matters, with strong organisation skills, attention to detail and the ability to manage competing priorities.
• Demonstrated experience managing office administration in the UAE, including facilities, vendors, office expenses and government/PRO processes.
• Strong working knowledge of UAE employment legislation and practical experience dealing with MOHRE, employment contracts, WPS, work permits, visas, disciplinary procedures, termination and end-of-service settlements.
• Strong interpersonal skills and cultural awareness, with proven ability to work effectively across a diverse, multicultural workforce.
• Proven ability to advise senior managers independently and identify legal, employee relations and reputational risks, while remaining hands-on in day-to-day HR delivery.
• Experience conducting or supporting workplace investigations, grievance handling, disciplinary processes and difficult employee conversations.
• Experience managing payroll inputs and controls, preferably with an external payroll provider.
• High personal integrity and discretion when handling confidential employee, compensation and management information.
• Experience with Workday or a comparable HRIS, together with strong Microsoft Excel skills.
• Strong written and spoken English. Arabic proficiency is highly advantageous, particularly for employee relations and government interactions.

*Join our team and be part of an exciting journey towards personal and professional growth to make a real impact on global trade.

If you are interested in the career opportunity, we invite you to apply today.*

We regret that only shortlisted candidates will be contacted.

Attention to recruitment agencies:

*X-Press Feeders operates with a preferred supplier list (PSL) for recruitment purposes.

As such, we will not be considering or accepting unsolicited applications from non-PSL agencies for the role currently available.

We kindly request that you refrain from submitting applications on behalf of your clients.

Thank you for your understanding and cooperation.*