The HR and Admin Assistant supports the Human Resources and Administrative departments by performing a variety of tasks related to HR processes and administrative functions. The assistant will serve as the first point of contact for HR-related queries from employees and external partners and assist in the smooth running of office operations.
Responsibilities
- Recruitment Support: Assist in the recruitment process, scheduling interviews, conducting initial screenings, and managing candidate communications.
- Employee Onboarding & Offboarding: Coordinate the onboarding process for new hires (prepare paperwork, create employee files, orientation, etc.) and manage the exit process (final settlements, clearance forms, etc.).
- HR Records Management: Maintain and update employee records in HR systems and ensure they are accurate, complete, and in compliance with labor laws.
- Attendance and Leave Management: leave balances, and generate reports as needed from our internal portal TAS.
- Health Insurance Administration: Administer and coordinate health insurance matters for employees.
- Employee Relations: Address employee queries regarding HR policies, and general questions. Escalate issues to HR management if necessary.
- Performance Management Support: Assist in the coordination of performance reviews and appraisals, ensuring all documentation is up to date.
- Office Administration: Manage office supplies, stationery, and ensure the smooth functioning of day-to-day office operations.
- Travel and Accommodation Arrangements: Handle travel bookings and accommodations for employees and guests as required.
- Correspondence: Answer and direct calls, manage email correspondence, and handle general inquiries.
- Meeting and Event Coordination: Assist in organizing internal meetings, training sessions, and events, including room bookings, preparing materials, and catering arrangements.
- File Management: Maintain and organize physical and digital files, ensuring they are accessible and up to date.
- Vendor Management: Liaise with external vendors (e.g., office suppliers, service providers) to ensure timely services and deliveries.
- Petty Cash and Expense Processing: Manage the petty cash fund and process bills, expenses, and related transactions.
- Cleaning and maintenance management: Supervise the Admin team to ensure that all cleaning and maintenance tasks are performed to a high standard.
- Assist with payroll processes by providing necessary information regarding attendance, leaves, and employee status changes.
- Ensure compliance with labor laws and company policies.
- Support the HR and Admin team with any ad-hoc tasks or special projects as needed.
- Shipments Coordination: Handle outgoing shipments with courier companies and follow up with clearance agents on incoming deliveries.
Qualifications
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- 0-2 years of experience in HR or administrative roles.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Excellent verbal and written communication skills in English and Arabic for effective interaction with employees and management.
- Strong attention to detail, ability to multitask, and excellent time management skills.
- Ability to handle confidential information with discretion and professionalism
- Ability to adapt to changing priorities and work in a fast-paced environment.
