Public Relation Officer

TROUVAY & CAUVIN is seeking a Public Relations Officer (PRO) to join its vibrant team based in Jebel Ali Free Zone, Dubai, UAE.

Job purpose:

The Public Relations Officer (“PRO”) coordinates and handles administrative procedures and documentation required for the Company’s activities, including matters relating to government authorities, immigration, customs, corporate administration to ensure the timely completion of all applicable formalities and requirements.

Key Responsibilities:

Customs

• Manage customs documentation and clearance processes for imports and exports materials.
• Coordinate customs booking & cargo inspections, certificates of origin, transit documentation and related regulatory requirements.
• Liaise with JAFZA Customs, Free Zone authorities and other relevant stakeholders to ensure smooth and compliant operations.

Employee Visas and Labour Cards

• Oversee visa and labour card processes, ensuring timely and compliant service delivery.
• Manage the issuance, renewal, amendment and cancellation of visas and labour cards.
• Coordinate visa cancellation procedures with the relevant authorities.

Government and External Relations

• Liaise with JAFZA, Dubai Customs, labour and immigration authorities, RTA, DEWA, telecommunications providers, police, chambers of commerce, consulates and airports on matters falling within the PRO's scope
• Submit, collect and follow up on applications, permits, approvals and certificates with the relevant authorities and organizations.
• Clarify applicable procedures, documentary requirements, approvals, fees and processing formalities with the relevant authorities
• Liaises with banks and financial institutions solely for the submission or collection of documents and completion of authorized administrative formalities.
• Promptly refers any issue or other sensitive matter to the relevant department.

Legal and Corporate Administration

• Support the Legal Department with the notarization, attestation, legalization and authentication of corporate and legal documents before local and foreign authorities, embassies, consulates and chambers of commerce.
• Liaise with notaries and arrange for the notarization, certification and execution of powers of attorney, corporate resolutions, declarations, agreements and other legal documents.
• Meet government authorities to clarify administrative requirements, procedures, approvals, fees and processing formalities, and report back to the Legal Department.
• Coordinate translations of legal, corporate and administrative documents and arrange for their certification or legalization.
• Coordinate the issuance, amendment and renewal of trade licences and other corporate registrations for the Group's local entities.
• Monitor expiry dates of licences, permits, approvals and leases, and assist with lease renewals and related approvals.
• Collect and deliver original legal documents and maintain accurate records of submissions, approvals and legalizations.
• Carry out any other legal and corporate administrative formalities requested by the Legal Department.

General Document Processing and Regulatory Coordination

• Keeps informed of procedural and administrative updates issued by government authorities and JAFZA that are relevant to the PRO’s responsibilities and communicates them to the relevant internal department.
• Ensures that government applications and administrative procedures are completed in accordance with the applicable requirements and within the required deadlines.
• Maintains accurate and up-to-date records of applications, submissions, approvals, permits and renewal dates.
• Promptly report any delay, rejection, inspection, notice, fine, penalty or other issue to the relevant internal department.
• Handle vehicle registration formalities, including Traffic Department visits, testing, document completion, payment of fines and fees, and collection of registration cards and plate stickers.
• Collect mail as required.

Desired Candidate Profile

• Bachelor's degree or equivalent, with a minimum of 5 years' experience in a similar position.
• Knowledge of the procedures and administrative requirements of JAFZA and other relevant UAE government authorities.
• Knowledge of import and export clearance procedures, customs requirements and related documentation.
• Knowledge of employment visa, residence visa, work permit and Emirates ID procedures.
• Knowledge of incorporation, registration, amendment and renewal of trade licences for mainland and free-zone entities.
• Familiarity with the notarization, attestation, legalization and translation of corporate and legal documents before public and private notaries, embassies, consulates, chambers of commerce and other competent authorities.
• Familiarity with the administrative requirements relating to the registration and renewal of lease and sublease agreements.
• Ability to use the relevant government and free-zone electronic portals.
• Strong interpersonal skills and ability to liaise effectively with management, government authorities and external service providers.
• Strong verbal and written communication skills in English
• Attention to detail and accuracy.
• Planning, organization and time-management skills.
• Integrity, discretion and confidentiality.
• Reliability and accountability.