Human Resources Assistant

Job Summary

The HR Assistant is responsible for supporting and coordinating the company's human resources operations, employee administration, regulatory compliance, certification management, and document control activities.

The role includes managing employee records, supporting recruitment and onboarding, coordinating DMCC and immigration procedures, administering employee insurance, maintaining HR systems and ensuring effective management of corporate documentation.

The position requires strong organizational skills, attention to detail, the ability to manage multiple priorities independently, and a high level of confidentiality and professionalism.

Key Responsibilities

1. Human Resources Operations

• Assist with recruitment, onboarding, and offboarding processes, ensuring all required documentation and procedures are completed.
• Prepare and issue HR letters, employment certificates, and other employee-related documents.
• Maintain accurate and updated employee records, personnel files, and dependent information.
• Monitor employee attendance, annual leave, sick leave, and other absences, and prepare related reports as required.
• Manage and coordinate the company's HR software, including updating records, troubleshooting issues, organizing training sessions, and providing guidance on system usage.
• Prepare and regularly update the company's organizational chart.
• Support employee engagement initiatives and internal HR activities.
• Conduct employee surveys to gather feedback on workplace conditions, employee engagement, and company events.
• Support top management with HR-related administrative tasks, including certification arrangements.
• Act as an authorized HR signatory on the DMCC portal for employment contracts and related documents, subject to management approval.
• Assist with other HR procedures, projects, and tasks as assigned.

2. DMCC, Immigration & Licensing Procedures

• Manage and coordinate new applications, renewals, and cancellations of employment visas and employment cards through the DMCC portal.
• Arrange employee medical examinations, Emirates ID applications, and related immigration procedures.
• Coordinate dependent and domestic staff visa applications through authorized PRO agencies.
• Manage company license renewals and related procedures through the DMCC portal.
• Monitor and communicate DMCC and government notifications to ensure timely action and regulatory compliance.
• Generate and maintain DMCC-related reports, including entry/exit records, payment reports, and other required documentation.
• Obtain certified, stamped, and official corporate documents through the DMCC portal upon request.
• Monitor the DMCC portal account balance and arrange timely replenishment.
• Liaise with DMCC authorities and external service providers to resolve portal-related issues.
• Maintain accurate records of immigration, licensing, and related government documentation.

3. Insurance Management

• Coordinate employee medical insurance enrolment, renewals, amendments, and cancellations.
• Liaise with insurance brokers and providers regarding policy administration, employee coverage, and insurance-related inquiries.
• Maintain accurate records of employee medical insurance policies and related documentation.
• Coordinate office, third-party liability, and other corporate insurance policies, including renewals and documentation.
• Maintain records of DMCC-issued insurance and ensure relevant documents are updated and properly filed.
• Monitor insurance expiry dates and coordinate timely renewals.

4. Document Control & Corporate Records Management

• Establish, implement, and maintain an efficient document control system covering electronic and physical records.
• Maintain and update the Master Document Register, ensuring proper document identification, classification, and version control.
• Maintain original corporate documents, agreements, certificates, and official records for the company and its branches or subsidiaries, as applicable.
• Maintain records of shareholder resolutions, board meeting minutes, and other corporate governance documentation.
• Track, record, and monitor the location, status, and validity of controlled documents.
• Ensure all document submissions comply with company formats, standards, and procedural requirements.
• Coordinate the preparation, certification, attestation, and legalization of corporate documents with legal teams, government authorities, embassies, and external agencies.
• Support management with corporate documentation and administrative recordkeeping.
• Ensure proper filing, storage, accessibility, and confidentiality of controlled documents.

5. Corporate & Regulatory Coordination

• Coordinate procedures relating to office lease agreements, renewals, amendments, and cancellations.
• Ensure updated tenancy agreements and applicable lease documentation are reflected in the DMCC portal.
• Monitor lease expiration dates and coordinate renewal requirements with management and relevant parties.
• Support documentation and arrangements for company establishment, branch registration, and corporate bank account opening procedures.
• Assist with preparation of KYC forms, banking documentation, and corporate registration forms.
• Coordinate ESR-related notifications and documentation with the Finance team and external consultants, where applicable.
• Arrange management travel and related documentation for company registration, bank account opening, or other corporate procedures.
• Apply authorized electronic signatures and company stamps to approved documents in accordance with company procedures.

Qualifications & Experience

• Bachelor's degree or diploma in Human Resources, Business Administration, Management, or a related field.
• Minimum 2-3 years of experience in HR assistance, coordination, compliance, document control, or a related role.
• Previous experience with DMCC procedures, UAE immigration processes, and employment documentation is preferred.
• Familiarity with ISO management systems, certification requirements, and audit coordination is an advantage.
• Experience using HRIS or HR management software is preferred.
• Good understanding of UAE employment regulations and HR administrative practices.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal communication skills in English.
• Immediate Joiner highly preferred.

Key Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent attention to detail and accuracy.
• Ability to prioritize responsibilities and meet deadlines.
• Strong communication and interpersonal skills.
• High level of confidentiality, integrity, and professionalism.
• Ability to work independently and coordinate with multiple departments.
• Proactive approach to problem-solving and process improvement.
• Strong document management and compliance coordination skills.
• Adaptability and willingness to support different business functions.
• Ability to manage competing priorities while maintaining quality and efficiency.