HR Administrator

The HR Administrator supports the effective delivery of human resources, employee services, government relations, and office administration activities in the UAE. The role implements corporate HR policies and procedures, maintains accurate employee records, coordinates recruitment and onboarding activities, administers attendance, leave, benefits, payroll inputs, training records, and employee documentation, and ensures compliance with applicable company requirements and UAE labour regulations. The HR Administrator manages employee and company government transactions, including work permits, employment visas, labour cards, medical and Emirates ID coordination, renewals, cancellations, attestations, and licence-related documentation. The role maintains productive relationships with relevant ministries, authorities, free zones, embassies, and service providers; monitors regulatory updates; and provides timely administrative support to employees and the business. Job Functions, Responsibilities • Coordinate HR administration and ensure timely communication of employee-related matters between the UAE office, regional teams, and corporate HR. • Support recruitment by posting vacancies, screening applications, scheduling interviews, preparing offers, and completing pre-employment documentation. • Coordinate employee onboarding, induction, probation follow-up, transfers, promotions, and offboarding in accordance with approved procedures. • Maintain complete, accurate, secure, and confidential personnel files, HR records, and employee data in the ERP system. • Administer attendance, leave, benefits, medical insurance, salary adjustments, and payroll inputs; reconcile records and submit approved monthly payroll data on time. • Prepare HR correspondence and employment documents, including contracts, certificates, confirmation letters, promotion letters, warnings, clearances, and separation documents. • Respond to employee queries, explain applicable policies and procedures, and escalate sensitive or complex employee-relations matters to HR management. • Support performance-management, training, and employee-engagement activities; maintain the training matrix and related attendance records. • Prepare accurate weekly and monthly HR reports, monitor document expiry dates, and follow up on required actions. • Support implementation of HR policies and ensure assigned activities comply with company procedures and applicable UAE labour requirements. PRO responsibilities include, but are not limited to: Labour/ Immigration • Process and track employment visas, work permits, labour cards, medical examinations, Emirates IDs, renewals, status changes, and cancellations for employees. • Prepare, submit, and follow up on applications and supporting documents with relevant UAE authorities and free zones. • Coordinate business and visit visa requirements and liaise with embassies, diplomatic missions, and immigration authorities when required. • Maintain accurate records of passports, visas, permits, identification documents, application receipts, costs, and expiry dates, with appropriate confidentiality controls. • Monitor changes in government procedures and communicate relevant updates, documentation requirements, timelines, and compliance risks to HR management and employees. • Provide employees and managers with clear guidance on routine government-related processes while escalating legal interpretations or exceptional cases to the appropriate internal adviser. Legal • Represent the company before government authorities for routine administrative transactions within the role s delegated authority. • Coordinate the renewal and maintenance of trade licences, commercial registrations, establishment cards, government certificates, and other statutory company documents with Legal, Finance, and authorised service providers. • Arrange document attestation, notarisation, legal translation, and consular processing as required. • Support Legal and management with documentation required for entity establishment, licence amendments, and authorised corporate filings in the UAE. • Perform other HR, PRO, and administrative duties reasonably assigned by the Global HR Manager, Corporate HR Director, or Head of the regional office. Skills and Experience • Bachelor's degree or diploma in Human Resources, Business Administration, Public Administration, or a related field. • 5 to 7 years of relevant experience in HR and PRO functions within the UAE, preferably in a multinational or multi-location organization. • Strong knowledge of UAE Labor Law, immigration procedures, free-zone regulations, and government service processes, with the ability to stay updated on regulatory changes. • Hands-on experience in visa and work permit processing, employee records management, attendance and leave administration, payroll coordination, insurance administration, and HR documentation. • Proven experience in labor law compliance, employee relations, and the implementation of HR policies in line with UAE regulations. • Proficiency in Microsoft Office and HR/ERP systems; experience with UAE government portals is preferred. • Excellent written and verbal communication skills in English; knowledge of Arabic is an advantage. • Strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities under tight deadlines. • A valid UAE driving license is preferred, particularly for roles requiring travel to government authorities and service centers. Physical and Mental Requirements: • Lifting and Carrying: Ability to lift and carry up to 50 pounds. • Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells. • Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively. • Focus and Multitasking: Ability to maintain focus and multitask effectively. • Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments. • Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary. • Bachelor's degree or diploma in Human Resources, Business Administration, Public Administration, or a related field. • 5 to 7 years of relevant experience in HR and PRO functions within the UAE, preferably in a multinational or multi-location organization. • Strong knowledge of UAE Labor Law, immigration procedures, free-zone regulations, and government service processes, with the ability to stay updated on regulatory changes. • Hands-on experience in visa and work permit processing, employee records management, attendance and leave administration, payroll coordination, insurance administration, and HR documentation. • Proven experience in labor law compliance, employee relations, and the implementation of HR policies in line with UAE regulations. • Proficiency in Microsoft Office and HR/ERP systems; experience with UAE government portals is preferred. • Excellent written and verbal communication skills in English; knowledge of Arabic is an advantage. • Strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities under tight deadlines. • A valid UAE driving license is preferred, particularly for roles requiring travel to government authorities and service centers. Physical and Mental Requirements: • Lifting and Carrying: Ability to lift and carry up to 50 pounds. • Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells. • Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively. • Focus and Multitasking: Ability to maintain focus and multitask effectively. • Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments. • Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.