HR Assistant - January Start

Bachelor of Business Administration (Management)

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Description:
We are seeking a visionary HR Assistant to start in January 2025, to manage the day-to-day administrative tasks of the Human Resources school office. To work directly for the benefit, service, and facilitation of faculty and staff welfare, creating a friendly environment.
Interfaces with:
Faculty, Principal/CEO, HR Manager, GRO, GRE, Manager of School Operations, Accounts Officer, all SLT, school HR peer groups, members of the School Support Centre, the general school community and partner schools.

Key Accountabilities:
Performance Responsibilities:

1. Models and encourages a culture of kindness in support of the core values.
2. Manages HR responsibilities in compliance with policies, procedures and systems.
3. Maintains utmost confidentiality and professionalism at all times.

1. Creates an employee file (hard copy and electronic files) for all new hires following the standard guidelines set by GEMS.
2. Maintains all employee files to a high standard (current and archived). Ensure all files are organised and contain all relevant information, and ensure documents are up-to-date at all times.
3. File documents in respective staff files.

1. Administers the Leave of Absence request forms and ensures accurate data entry of attendance in PHOENIX/attendance reporting system.
2. Administers, monitors and explains insurance benefits to employees, serves as liaison between employees and insurance carriers. Supports employees with insurance related and medical issues.
3. Assists PRO with issuing visas and labour cards details.
4. Submits and processes KHDA approvals for relevant employees as part of the compliance process.
5. Produces HR letters, NOCs, salary certificates and salary transfer letters in English and Arabic (in coordination with GRE) as required on a timely basis.
6. Ensures compliance with all HR systems to maintain employee records.
7. Supports ERP project team with input on HR systems, policies and requirements where required.
8. Tracks approval process in for all processes wherever other department signatures are required.
9. Runs reports from DAX as required by the HR Manager or other areas of the business.
10. Drafts routine correspondence, letters and memos for approval from Line Manager.
11. Assists and prepares statistical summaries and reports for school management.
12. Maintains staff leave records e.g. annual, medical, holiday and personal leave days for payroll.
13. Deals with staff issues and tries to resolve them in a timely and professional manner.
14. Attends HR related meetings and all staff meetings.
15. Performs other duties as assigned by the HR Manager and Superintendent/CEO.

1. Prepares all documentation required by the HR Manager and Superintendent/CEO during recruitment processes.
2. Prepares the documents required for onboarding, including visa and labour card processing requirements.
3. Processes new hire forms including bank account forms, medical insurance, business card and access card requests.
4. Prepares the welcome pack for all new hires and liaises with the IT Department to prepare the access cards and laptop/desktop.

1. High School certificate (minimum), College Degree preferred.
2. HR related qualification is desirable (e.g. CIPD).
3. A minimum of 1-3 years experience working within Human Resources.
4. Knowledge in general HR office procedures, policies and methods.
5. Experience working in a multi-cultural environment is a plus.
6. Experienced in using MS Office and HR Systems.
7. Strong verbal and written communication skills.
8. Excellent organisation and interpersonal skills.
9. Solid communication skills and attention to detail.
10. Able to multi-task and cope with a degree of pressure at peak times.
11. Advanced MS Excel skills is a must.