Administrator - HR & Operations

Overview

Administrator - HR & Operations based in Dubai with travel to other UAE locations as required for fieldwork and project delivery. Full time position commencing in Q2 2026. Location: Dubai and other UAE locations as required for fieldwork and project delivery. Reporting line: Associate Head - People & Culture. Reports: None.

Job Summary

The Administrator - HR & Operations coordinates and manages HR operations, administrative support, and organizational logistics across EN-WWF. The role covers the employee lifecycle-from recruitment through exit-while supporting procurement, logistics, warehouse oversight, office management, and administrative workflows within the HR & Operations Unit. The role also supports governance of employee records, expense claim oversight, warehouse and office rental agreements, staff activations, and internal engagement committees. The individual should uphold EN-WWF values, maintain strong stakeholder relationships, respond to employee requests in a timely, solutions-driven manner, and contribute to operational efficiencies as the organization evolves. This job description is subject to change over time, and the individual is encouraged to adapt accordingly.

Background

Emirates Nature is a UAE environmental non-governmental charity, established in 2001 under the Honorary Founder and President H.H. Sheikh Hamdan bin Zayed Al Nahyan. We operate with offices in Abu Dhabi, Dubai and Fujairah and are governed by a local board of directors. Emirates Nature works in association with WWF, one of the world's largest and most respected independent conservation organizations. Emirates Nature-WWF has been active in the UAE for two decades and is renowned for biodiversity conservation, habitat protection, sustainable development, and community engagement. Some flagship projects include marine conservation, wildlife conservation, habitat restoration, and sustainable development initiatives. The organizational objective is to maintain a high-performing workforce dedicated to supporting conservation activities in the UAE.

Major Duties and Key Responsibilities

1. HR Operations & Employee Lifecycle Support

• Support HR Manager in coordinating complete HR operations and administration throughout the employee lifecycle-from selection to separation-including recruitment logistics, onboarding, employee records management, contract updates, letters, certifications and HR communications.
• Lead internship recruitment including liaising with universities, screening candidates, onboarding and issuance of necessary certifications.
• Oversee employee leave provisions, ensuring timely updates in systems and coordination with payroll.
• Manage visa applications (new and renewals), medical insurance additions and deletions, discount card updates and vendor contract renewals.
• Serve as focal point for employee queries and documentation requests with a customer-centric, solutions-driven approach.
• Maintain governance of HR records across portals (SharePoint, Box, Teams, Beneple and others).
• Support the HR Manager in collating the annual Training Calendar, gathering training needs from units, identifying suitable courses, managing enrolments and coordinating logistics for both internal and external learning sessions.

2. Office & Facilities Management

• Oversee daily office operations across Dubai and Abu Dhabi, ensuring a well-functioning, welcoming and compliant workplace environment.
• Coordinate meeting room bookings, event setups, driver scheduling and general office requests.
• Act as primary guardian of all office and warehouse rental agreements, including renewals, negotiations and documentation management.
• Monitor office supplies, stationery, equipment maintenance and vendor coordination (cleaning, security and utilities).
• Ensure compliance with health and safety standards across offices in coordination with H&S focal points.

3. Procurement, Logistics & Warehouse Management

• Oversee procurement and logistics processes in liaison with Operations Director, Finance, HR and unit teams.
• Oversee warehouse activities including inventory management and stock audits, incoming and outgoing materials tracking, vendor coordination, and space optimisation and upkeep.
• Ensure SOPs, procurement policies and audit requirements are met.
• Support portal management and document governance for procurement activities.

4. Event, Engagement & Committee Support

• Run and coordinate the internal Panda Committee, ensuring strong staff engagement, timely execution of initiatives and management of committee communications.
• Support organization-wide employee activations including Annual Employee Recognition Ceremony, Dubai Fitness Challenge, wellness and team-building events, and office celebrations (birthdays, farewells and cultural events).
• Arrange monthly team meetings including agenda preparation, logistics, documentation and follow-up actions.
• Support community and external events as needed.

5. Payroll, Finance & Expense Support

• Support payroll processes including preparation and submission of monthly payroll inputs (leave, benefits changes, allowances and deductions).
• Coordinate intern stipend payments, ensuring timely submissions and reconciliations with Finance.
• Support employees and interns with bank account documentation, including issuing letters and maintaining accurate records.
• Review employee expense claims for accuracy, documentation completeness and compliance before forwarding to Finance.
• Support petty cash administration and other finance-related administrative tasks when required.
• Maintain confidentiality, integrity and accuracy of all financial and payroll data.

6. Communications, Governance & Record Management

• Manage incoming and outgoing communications to EN-WWF including calls, info mailbox, careers mailbox and courier.
• Oversee governance of operational and HR records ensuring systematic archiving and easy retrieval.
• Support HR Manager in updating SOPs, workflows and templates across the unit.
• Identify opportunities to streamline processes, improve digital tools and enhance internal coordination.

7. Cross-Unit Support & Additional Duties

• Provide ongoing support to the Executive Assistant (PA to DG) for on-demand administrative and operational requests.
• Collaborate closely with all units, sub-units, committees and programme teams as part of daily coordination.
• Support Operations Director and HR Manager on ad-hoc HR, operations and administrative tasks.
• Maintain excellent internal and external stakeholder relationships aligned with EN-WWF values.

Requirements

Experience

• Minimum of 3 years of experience in an administrative role, ideally within HR or Operations.
• Basic understanding of UAE Labour Law.
• Good understanding of finance processes such as petty cash management and payroll inputs.

Education/Skills

Education

• Bachelor's degree in HR, Administration or a relevant field.

Skills

• Fluency in Arabic is welcomed.
• Effective written and verbal communication skills.
• Strong collaboration and stakeholder management abilities.
• Exceptional organisational and time-management skills.
• Ability to multi-task and perform under pressure.
• High attention to detail with strong customer-service orientation.
• Ability to work independently with minimal supervision.
• Strong problem-solving skills with a diplomatic and solution-oriented mindset.
• Proficiency in MS Office Suite; Arabic language skills are an advantage.
• Passion for conservation and alignment with NPO sector values.

Working Relationships

Internal Stakeholders

• Works closely with all Units, Sub-units, Committees, Programme and Project teams.
• Interacts with all staff across EN-WWF to support coordination and delivery of HR and operational activities.

External Stakeholders

• Engages with subcontractors, vendors, universities, service providers and partners.
• Coordinates with external stakeholders as required for HR, operations, events and logistics support.

Additional Information

Emirates Nature-WWF is an equal opportunity employer. We welcome diversity in the workplace and offer a flexible and diverse place of employment.

Emirates Nature-WWF staff participate wholeheartedly in general activities and events that require the full support and participation of all staff members.