HR Assistant

GEMS DUBAI AMERICAN ACADEMY; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An educational institution in Dubai is seeking an HR Assistant to support daily operations of the HR office. The role involves managing employee files, administering leave requests, and supporting recruitment processes. Ideal candidates should have 1-3 years of HR experience, strong organizational skills, and proficiency in MS Office. Join a dynamic environment making a difference for faculty and staff.

Qualifications

• 1 – 3 years’ experience in Human Resources.
• Knowledge in HR office procedures, policies and methods.
• Experience in a multi-cultural environment.
• Ability to multi-task and cope with pressure.

Responsibilities

• Support day-to-day operations of the HR office.
• Maintain confidentiality and professionalism.
• Administer attendance and leave processes.
• Prepare documentation for onboarding and recruitment.
• Manage employee files and ensure organizational compliance.

Skills

Verbal and written communication skills

Excellent organization skills

Attention to detail

Advanced MS Excel skills

Interpersonal skills

Education

High School certificate

College Degree

HR related qualification (e.g. CIPD)

Tools

MS Office

HR Systems

Job description

We are seeking a proactive and detail-oriented HR Assistant to support the day-to-day operations of our school’s Human Resources office. This role plays an important part in ensuring smooth administrative processes and supporting the welfare of our faculty and staff, helping to foster a positive, welcoming, and collaborative working environment.

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

Key Requirements

• 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.
• High School certificate (minimum), College Degree preferred.
• HR related qualification is desirable (e.g. CIPD).
• 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.
• Looking for someone to start asap.

Next Steps

We thank all applicants for their interest. Only shortlisted candidates will be contacted with details on the next steps.