HR ASSISTANT
Line Manager: Head of Operations (“HOO”)
Overall role:
Works directly with the HOO to fulfil a broad range of HR functions, including but not limited to recruiting new staff, managing HR records and assisting with the induction of new staff.
Key Accountabilities
Human Resources
• Provides direct assistance to the HOO in preparing and finalising HR-related documentation required;
• Assists HOO in scanning, printing and filing required documents;
• Reviews service provider agreemen and raises non-acceptable terms and conditions to HOO;
• Assists in updating the company’s HR policies and Procedures;
• Keeps up to date with UAE employment rules and regulations;
• Coordinates and facilitates any internal company events as needed;
• Recording staff absences and reporting trends to the HOO;
• Prepares daily attendance sheet and follows up with the staff to submit leave forms;
• Prepares staff annual leave schedule and monthly absence reports and submits necessary information to the HOO;
• Ensures that good working relationships are fostered with employees and senior management;
• Builds and maintains client folders with relevant client informati (i.e. agreements, trade licenses, KYC forms and any other supporting documentation);
• Advertises vacancies through various social media channels and job sites and deals with recruiters if requested by the HOO;
• Drafts and finalises job descriptions with the HOO and tracks all correspondence including inquiry letters, job applications and CVs that are received;
• Arranges interviews with candidates and follows up with them, plus, assists HR manager to record all documentation relating to new candidates and maintaining all such databases;
Administration
• Performs any administrational tasks or duties as required and at the request of the HOO;
• Attends telephone calls and direct callers to the appropriate departments in the absence of the receptionist.
• Translates Arabic Documen into English requested;
• Logs Incoming Documents and Cheques Received by hand or couriers and prepares documents to be collected by couriers in the absence of the office assistant.
• Researches the provision of servic as requested by the HOO – for example, purchase of office equipment, facilities related requirements (general maintenan.
Compliance
• Maintains confidentiality in all aspects of the role, systems and procedures;
• Attends AML Webina if required and takes notes
• Keeps up to date with any Regulations and legislation issued by the UAE Central Bank, Insurance Authority, Dubai Health Authority and any other applicable government entity;
• Completes Know your Customer (KYC) forms if requested by insurers, requests and follows up with clients to fill KYC form in order to build business relationships after screening each potential client on World Check.
• The administration (actually doing, resolving and monitoring) of World-Checks for each client and providing such reports to the relevant staff within the company;
• Identifies and reports suspicious financial circumstances or transactions directly to Compliance Officer.
• Assists the HOO in responding promptly to requests for advice or information from senior management, external auditors or regulatory or law enforcement bodies;
Core Competence Indicators:
• At all times behaves in a way that upholds and promotes the good name and reputation of the company through developing clear HR and Facilities strategies;
• Ensures that good working relationships are fostered with the company suppliers, employees and senior management;
• Keeps on top of all issues that arise, and able to multi-task on a daily basis;
• Adjusts quickly to new responsibilities and tasks
• Knowledge of human resources policies, rules and regulations
• Knowledge of UAE rules and regulations
• Maintaining confidentiality regarding Human Resources related issues
• Ability to interface effectively with all levels of staff and clients
• Maintains various records, HR files, databases and documentation and keep them up to date all the time
Generic Knowledge and Skills
• Well-developed communication: verbal, written and presentation
• Negotiation
• Attention to detail
• Good working knowledge of Outlook, Word and Excel
• Absence management
• Relationship builder
• Conveys an adaptable and flexible attitude to the role
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