Assistant HR Manager

Job Title: Assistant HR Manager

Department: Human Resources

Reports to: Executive Director – HR & OD

Direct Reports: HR Team

Location: Umm Al Quwain, UAE – Head Office

1. Role Purpose

The Assistant HR Manager is responsible for operational ownership of the HR function after policies, SOPs, and frameworks are established.

The role ensures consistent execution, legal compliance, discipline, and service quality across all business units.

This role is about policy-writing, control, execution, and stability.

2. Scope of Authority

• Full operational authority over HR daily activities.
• Enforces approved HR policies, SOPs, and SLAs.
• First-level decision maker on employee relations and HR operations.
• Escalates exceptions, risks, and strategic matters to the Executive Director.
• No unilateral authority to change policies, grading systems, or OD frameworks before the approval of the Executive Director of HR & OD.

3. Key Responsibilities

A. HR Operations & Compliance (Core)

• Run day-to-day HR operations across all locations.
• Ensure strict adherence to:
• UAE Labour Law.
• Company HR policies & SOPs.
• Internal controls and approval matrices.
• Manage:
• Contracts, amendments, renewals.
• Probation confirmations and extensions.
• Leave, attendance, violations, warnings.
• Ensure 100% HR documentation accuracy and audit readiness.

B. Employee Relations & Discipline

• Handle employee issues professionally, objectively, and documented.
• Conduct investigations for:
• Misconduct.
• Absenteeism.
• Performance issues.
• Issue disciplinary actions as per policy, including warnings, penalties, and terminations.
• Protect company interests while minimizing legal exposure.
• Maintain consistency, no favoritism, no emotional decisions.

C. Recruitment & Manpower Control

• Execute recruitment plans approved by Executive Director.
• Ensure:
• Proper JD usage.
• Interview discipline.
• Salary alignment with approved grades/bands.
• Control headcount:
• No hiring outside approved structure.
• No salary deviations without approval.
• Manage onboarding and induction execution.

D. Performance Management (Execution Layer)

• Implement and manage the PMS cycle:
• Goal setting.
• Mid-year reviews.
• Annual appraisals.
• Ensure managers comply with timelines and quality standards.
• Validate evaluations before submission.
• Flag rating inflation, bias, or misuse.

E. HR Team Management

• Lead and supervise HR staff.
• Assign clear responsibilities and KPIs.
• Coach team on:
• Policy application.
• Professional conduct.
• Confidentiality.
• Ensure service levels to business units are met.

F. HR Reporting & Control

• Prepare and submit regular HR reports:
• Headcount.
• Turnover.
• Absenteeism.
• Discipline cases.
• Recruitment status.
• Identify operational risks and recurring issues.
• Escalate trends, not noise.

G. Systems & Process Discipline

• Ensure correct usage of HR systems, e.g., Odoo or HRIS.
• Maintain clean employee data.
• Ensure workflows match approved SOPs.
• Coordinate with IT/OD teams for system improvements (execution input only).

4. Key Interfaces

• Executive Director – HR & OD (direct).
• Finance (payroll, manpower cost control).
• Legal / PRO / Government Relations.
• Area Managers / Factory / Café / Retail Management.
• IT (HR systems execution support).

5. Required Competencies

Technical

• Strong UAE Labour Law knowledge (practical, not theoretical).
• Solid HR operations background (multi-site preferred).
• Disciplinary handling & investigations experience.
• HR systems literacy.
• Arabic speaker (required).
• Valid UAE driving license (required).

Behavioral

• Firm, calm, and objective.
• Comfortable saying “no”.
• High confidentiality and integrity.
• Low ego, high accountability.
• Process-driven, not emotional.

6. Experience & Qualifications

• 7–10 years HR experience (minimum).
• At least 3–5 years as HR Manager or strong HR Operations Lead .
• Experience in Retail, FMCG, F&B, or multi-branch environments (strongly preferred).
• Bachelor’s degree in HR, Business, or Law.
• HR certifications (CIPD / SHRM) are a plus, not a substitute for experience.

7. Success Indicators (KPIs – High Level)

• Zero critical labour law violations.
• Consistent policy application across all sites.
• Reduction in recurring HR complaints.
• Clean audits and documentation.
• On-time PMS cycles.
• Controlled headcount and salary discipline.