HR Admin PRO

TLM is looking for an experienced HR & PRO Executive to independently manage PRO activities, employee visas, immigration documentation, insurance, HR documentation, renewals, employee lifecycle administration, labour camp documentation and exit formalities.

The candidate must have strong hands-on experience with JAFZA processes and a thorough and up-to-date understanding of UAE Labour Law, JAFZA/Free Zone regulations and immigration requirements.

1. PRO, Visa & Immigration

• Represent the company for PRO-related matters with JAFZA, DED, DWC, Immigration and other relevant authorities.
• Manage the complete employment visa lifecycle – new applications, renewals, amendments, cancellations and status changes.
• Handle Emirates ID, medical fitness, employment permits and other immigration formalities.
• Manage quota applications, establishment card requirements and other immigration documentation.
• Handle passport updates and ensure renewed/new passport details are updated with JAFZA, Immigration, insurance and internal records.
• Follow up with authorities on applications, approvals, pending documentation and other PRO matters.

2. Company Licences & Regulatory Documentation

• Coordinate trade licence, establishment card, tenancy contract and other company documentation/renewals.
• Maintain trackers for all licences, permits and regulatory documents and ensure timely renewals.
• Maintain proper supporting documents for government and Free Zone applications.
• Coordinate with relevant authorities and service providers for regulatory requirements.

3. HR Operations & Employee Documentation

• Manage employee documentation throughout the complete employee lifecycle – joining to exit.
• Prepare and issue salary certificates, employment certificates, NOCs and other HR/official letters.
• Maintain complete and updated employee personnel files and HRMS records.
• Ensure employee passports, visas, Emirates IDs, contracts and other documents are accurately recorded and updated.
• Coordinate new employee onboarding and completion of all required documentation.
• Act as a point of contact for employee queries related to visa, documentation, insurance, leave and HR administration.

4. UAE Labour Law & JAFZA Compliance

• Maintain strong and updated knowledge of UAE Labour Law, JAFZA regulations, Free Zone rules and immigration requirements.
• Ensure HR and PRO processes are compliant with applicable legal and regulatory requirements.
• Regularly monitor regulatory changes and communicate relevant updates to HR and management.
• Provide guidance on documentation requirements for probation, notice periods, resignations, terminations, leave and EOS.
• Support documentation and records required for government inspections, internal/external audits and company certifications.

5.  Medical Insurance

• Manage employee medical insurance enrolment, additions, deletions and renewals.
• Coordinate with insurance providers for policy documentation and employee requirements.
• Compare plans/networks and support insurance renewal negotiations and documentation.
• Maintain accurate employee insurance records and ensure timely updates.

6. Labour Camp & Accommodation Documentation

• Handle labour camp and employee accommodation-related documentation.
• Maintain updated employee accommodation/occupancy records.
• Coordinate documentation required for labour camp approvals, renewals, inspections and audits.
• Ensure accommodation-related employee documentation complies with applicable authority requirements.
• Coordinate joining, transfer and exit documentation for employees residing in company accommodation.

7. Employee Exit & Final Settlement

• Independently manage employee exit formalities for resignations, terminations and probation exits.
• Process visa cancellation, insurance deletion, employee clearance and related documentation.
• Prepare and verify End-of-Service (EOS)/gratuity calculations.
• Calculate and verify leave balances, notice-period adjustments and other final settlement components.
• Ensure all employee and company documents/assets are properly cleared before final separation.
• Maintain complete exit and cancellation records.

8. Leave, Attendance & Payroll Support

• Support leave administration and maintain required employee leave documentation.
• Maintain relevant attendance and employee records for HR/payroll purposes.
• Provide necessary employee information and documentation for monthly payroll processing.
• Coordinate with HR and Accounts regarding employee changes impacting payroll.

9. PRO Payments & Administration

• Coordinate with Accounts for PRO transactions and government-related payments, including cash/card/e-payment requirements.
• Maintain proper records, receipts and supporting documents for PRO expenses.
• Ensure timely submission and clearance of PRO-related payments.
• Coordinate with external authorities, insurance providers and service providers as required.
• Month end expense reports

Desired Candidate Profile

• Mandatory hands-on JAFZA HR/PRO experience.
• Strong knowledge of UAE Labour Law, JAFZA/Free Zone regulations and UAE immigration procedures.
• Practical experience handling employment visas, Emirates IDs, medicals, passport updates and visa cancellations.
• Experience managing employee medical insurance and renewals.
• Knowledge of labour camp/accommodation documentation and compliance.
• Strong knowledge of EOS/gratuity and final settlement calculations.
• Experience handling employee documentation from onboarding through separation.
• Ability to independently coordinate with government/free-zone authorities.
• Strong documentation, record-keeping and follow-up skills.
• High level of accuracy, confidentiality and attention to detail.
• Good written and verbal communication skills in English.
• Ability to manage multiple deadlines and work independently with minimal supervision.