HR Administrative Officer

Job Title: HR Administrative Officer

Location: Abu Dhabi

Reports to: HR & Admin Manager

Department: Human Resources

Job Description Summary

The HR Administrative Officer will provide administrative support to the HR department and assist in various HR functions. The role includes managing employee records, assisting with recruitment processes, maintaining compliance with labor laws, supporting HR initiatives and employee relations, and handling general office administrative tasks to ensure smooth operations of the HR function.

General Responsibilities

1. Administrative Support:
   • Assist in the day-to-day operations of the HR department.
   • Prepare and organize HR documentation, such as contracts, offer letters, performance appraisals, and termination letters.
   • Maintain and update employee records and HR databases (electronic and hard file).
   • Prepare HR-related reports, presentations, and other documents.
   • Handle scheduling and logistics for HR meetings, training sessions, and employee events.
   • Ensure that all HR records are stored and disposed of in compliance with company policies and legal requirements.
2. Recruitment & Onboarding:
   • Assist in the recruitment process by posting job openings, screening resumes, coordinating interview schedules, and communicating with candidates.
   • Prepare and send offer letters and employment contracts.
   • Support the onboarding process for new hires, including preparation of orientation materials and coordination of first-day activities.
3. Employee Relations:
   • Act as a point of contact for employee inquiries regarding policies, benefits, and other HR matters.
   • Support the HR team in addressing employee concerns and ensuring effective communication between staff and management.
4. Training & Development:
   • Help coordinate training sessions, workshops, and employee development programs, including logistics, materials, and attendance tracking.
   • Maintain records of employee participation in training programs and monitor training needs.
5. Compliance & Reporting:
   • Ensure HR practices comply with legal and regulatory requirements.
   • Assist with the preparation of HR-related reports, including monthly HR Report, attendance reports, etc.
6. Payroll Support:
   • Assist with preparing and administering employee payroll by gathering attendance data, verifying time-off requests, and providing necessary payroll documentation.
   • Prepare the employee OT reports.
   • Ensure accuracy of employee attendance records and other payroll-related documentation.
7. Benefits Administration:
   • Assist with the administration of employee benefits programs, including health insurance, wellness programs, etc.
   • Help employees with benefits enrollment and any related inquiries.
8. General HR Support:
   • Support the implementation of HR policies, procedures, and guidelines across the organization.
   • Help maintain and update the employee handbook, HR policies, and other employee-related documents.
   • Coordinate HR events such as team-building activities, wellness programs, and employee recognition events.
   • Coordinate and assist with employee leave management and documentation.
9. Administrative Tasks:
   • Answer and direct phone calls, emails, and other inquiries in a timely manner.
   • Organize and maintain HR files, ensuring the proper filing and retrieval of documents.
   • Book and maintain schedules, meetings, appointments, and travel arrangements.
   • Handle the daily administrative tasks; monitor and maintain the office’s equipment, supplies, cleanliness, and etiquette.
   • Write and distribute emails, correspondence memos, letters, faxes, and forms.
   • Oversee the PRO tasks and the Admin Assistant duties.
   • Any other duties assigned by the HR & Admin Manager.

Qualification & Skills

• Education:
  • Bachelor's degree in Human Resources, Business Administration, or a related field.
  • HR Certifications are a plus.
• Experience:
  • At least 3-4 years of experience in an HR administrative or support role.
  • Knowledge of HR practices, UAE labor laws, and compliance requirements.
  • Experience with office administration and organizational support.
• Skills:
  • Strong organizational and time management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and G-Suite.
  • Familiarity with HRMS Systems.
  • Attention to detail and the ability to handle confidential information.
  • Ability to manage multiple tasks simultaneously and prioritize effectively.
• Personal Attributes:
  • High level of professionalism and discretion.
  • Strong problem-solving and interpersonal skills.
  • Ability to work independently and as part of a team.