HR Assistant - January Start

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:

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

Employee Files:

• Creates an employee file (hard copy and electronic files) for all new hires following the standard guidelines set by GEMS.
• 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.
• File documents in respective staff files.
  
  

HR Operations:

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

Recruitment and onboarding:

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

Skills

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