HR and Operations Manager At Amideast

Amideast is a leading American non-profit organization engaged in international education, training and development activities in the Middle East and North Africa.

The HR & Operations Manager is a member of the senior staff team at the Amideast/UAE office and is responsible for overseeing the day-to-day facilitation of HR activities in the UAE field offices, as well as a number of additional administrative tasks. In general, the HR & Operations Manager is responsible for organizing and updating all personnel records, assisting staff with HR needs and insurance inquiries, new hire orientation, talent acquisition and management, workforce development, and other administrative duties, including facilities, IT and office procurement and inventory supervision.

The HR & Operations Manager position is based in Abu Dhabi, and the incumbent reports to the Country Director of the Amideast/UAE office and coordinates a variety of functions and activities with staff based at the organization’s headquarters in Washington, D.C.

Responsibilities include, but are not limited to, the following:

Human Resources

• Manages the full employment cycle to include recruiting, hiring, on-boarding, employee relations, benefits management, and termination of employees in accordance with company policy
• Manages the AXS portal governmental services in Dubai and the PRO appointed company in Abu Dhabi for all needed recruitment processes
• Oversees attendance and time management functions, to include maintaining accurate records of staff leave requests and sick time
• Leads process of obtaining all staff documentation required by government authorities, including work permits and immigration processing
• Conducts staff training needs assessment, prepare periodic training plan, follow up on implementation, as well as coordinating all internal learning sessions and in-house workshops
• Coordinates insurance and serves the point of contact between staff, HQ, and insurance company
• Provides daily Human Resources information to staff regarding benefits and policies
• Updates and maintains computerized and written employment records on staff, including verifying data, and notices
• Maintains a thorough and accurate soft file of all personnel related records and hard-copy file records where required
• Provides advice and support on HR policies and procedures to staff
• Administrative and Operations
• Handles all commercial activities with the following entities including but not limited to: Ministry of Economy Ministry of Economy; Chamber of Commerce; ACTVET; Abu Dhabi Department of Economic Development; Ministry of Education; Dubai Development Clusters; Dubai Economic office; TECOM Group; KHDA; Ministry of Human Resources and Emiratization
• Manages and maintains a positive relationship with the National Agent and the PRO company in Abu Dhabi
• Manages and maintains office lease agreements; registrations; establishment cards; licenses and establishment cards
• Maintain and provides an updated legal matrix for Abu Dhabi and Dubai
• Manages and updates Amideast presence on all governmental portals and maintains valid documentation with the Ministry of Finance
• Serves as a liaison with the Sales, Business Development and Program staff
• Develops an annual plan and budget for the smooth running of Amideast operations in coordination with the Amideast/UAE Country Director and with HQ
• Provides clerical support when needed to assist administrative staff with assigned duties such as shipment clearance of SAT boxes and other documents, answering phones, sorting, and distributing mail, and preparing documents

  Facilities, Security, IT and Procurement

• Provides procurement support in directing purchasing through the process of evaluating suppliers, conducting interviews with vendors, negotiating supplier agreements, and managing supplier and vendor contracts
• Oversees facilities management and maintenance; reports all major facilities issues immediately to CD and ensures timely response to all repair requests
• Ensures that the facilities are in compliance with all legal codes and maintains maintenance contracts for facilities
• Supervises safety and security, ensuring that all appropriate precautions are in place and alerting the CD to any potential problems in safety and security systems (personnel, physical systems, or other) or their performance
• Provides general day to day IT supervisory support and guidance under the direction of the CD and HQ Director of IT

Qualifications:

• A Bachelor’s degree in Business Administration or a related field from an accredited higher education institution; an MBA or SHRM-CP is preferred
• A minimum of 10+ years of administrative and clerical experience, of which at least 3 years are in a managerial role
• Working knowledge of UAE Labor Law and Immigration Law
• Working knowledge of occupational health and safety measures per UAE standards
• Working knowledge of office procurement, general IT systems and support, office management and billing procedures
• A demonstrated strong, team-oriented work ethic with an ability to handle HR issues in a confidential and diplomatic manner
• Honest, trustworthy, respectful, with a high level of integrity
• Excellent communication and organizational skills, including problem solving
• HRMS system savvy and the ability to learn new systems quickly
• Excellent communication skills in written and spoken Arabic and English
• Proficient with Microsoft Office Suite, particularly Excel

NOTE: This position description is not intended to be all-inclusive, and the incumbent will perform other reasonable business-related duties as assigned by the immediate supervisor and other managers when necessary. Amideast reserves the right to change duties and responsibilities as it determines is necessary.