HR and Admin Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191 member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

This role is part of the Global Humanitarian Services & Supply Chain Management (GHS&SCM) department and based in Dubai Hub, this position reports to the Head of Global Fleet and Dubai Hub.

Job Purpose

To provide comprehensive human resources and administrative support to the IFRC Dubai Hub, ensuring staff wellbeing, operational efficiency, and full compliance with IFRC policies and UAE regulations.

The role acts as a focal point for HR management, office administration, legal compliance, and coordination with government authorities and service providers.

This position is open to all nationalities resident in Dubai.

Job Duties and Responsibilities

Human Resources Management (Primary Focus)

• Manage end-to-end national staff recruitment, onboarding, contract administration, and employee lifecycle for the Dubai Hub
• Coordinate performance management processes, including probation reviews, appraisals, contract renewals, and staff development activities
• Maintain accurate employee records in ERP, ensure compliance with mandatory trainings and policy acknowledgements, and update the Dubai Office organigram
• Prepare and issue official HR documentation (employment confirmations, salary certificates, authorization letters)
• Manage staff benefits (health and life insurance) and act as focal point for HR legal, disciplinary, and grievance matters
• Ensure compliance with IFRC HR regulations and UAE labor law

Payroll & Compensation

• Review monthly payroll inputs, including personal expenses, advances, and salary adjustments
• Coordinate job description reviews, job grading, salary reviews, gratuity calculations, and final settlements with Finance and HR stakeholders

Administrative Operations & Security

• Ensure efficient office administration in line with IFRC policies and procedures
• Maintain and disseminate key administrative and policy documents (Staff Regulations, Administrative Procedures, Welcome Packs, Security Regulations)
• Act as focal point for office security, incident response, and critical incident management planning
• Prepare, translate, and manage official documentation and correspondence in English and Arabic

Government & External Liaison

• Act as focal point and liaison with UAE authorities, National Society counterparts, and local partners
• Administer visas, extensions, diplomatic IDs, and access cards
• Coordinate VAT registration and refund submissions
• Maintain IFRC trade license and Dubai Humanitarian lease agreements, ensuring timely renewals and amendments

Office Assets & Contract Management

• Oversee office leases, residential housing, utilities, and accommodation arrangements for international staff
• Administer inventory control and e-filing systems (SharePoint), including access management
• Draft, review, and manage service and framework agreements (IT, travel, facilities management, insurance, outsourced HR, telecom)
• Review and approve office-related payments as authorized signatory (AED, CHF, USD)

Event & Visitor Coordination

• Coordinate meetings, workshops, trainings, and field visits
• Manage travel, accommodation, and visa arrangements for staff and external visitors
• Coordinate venues, interpretation services, and event logistics
• Prepare and disseminate briefing materials, including security guidance, welcome kits, and travel notes

Compliance & Audit Support

• Maintain centralized filing and document archiving systems aligned with IFRC standards
• Track expiration dates of contracts, licenses, IDs, MoUs, and visas
• Support internal and external audits through proper documentation and process transparency

Education

• Master’s degree in HR Management, Organizational Development, or a related discipline - Preferred

Experience

Required experience:

• Minimum 5 years of relevant experience in office administration and human resources management, preferably in an international or humanitarian organization.
• Proven experience in staff recruitment, onboarding, payroll, contract management, and employee relations.
• Strong background in administrative operations, including visa processing, office lease/contracts, inventory, travel coordination, and insurance management.
• Experience in liaising with government entities (e.g., MoFA, Free Zone Authorities, Red Crescent, etc.)
• Strong knowledge of UAE government protocols, HR policies, and administrative systems

Knowledge, Skills and Languages

Required:

• Familiarity with office administration procedures, procurement protocols, and vendor management.
• Awareness of insurance policies, visa categories, and governmental approval processes in the UAE context.
• Excellent coordination, documentation, and interpersonal skills
• Strong working knowledge of procurement, contracts, and ERP platforms
• Understanding of document control, data protection, and digital filing systems (e.g., SharePoint).
• Discretion in handling sensitive HR and legal matters
• Fluently spoken and written English and Arabic

Preferred:

• Solid understanding of UAE labor law and local employment regulations.
• Knowledge of international HR standards and best practices, especially within humanitarian or nonprofit sectors
• Good command of other IFRC official language (French, or Spanish)

Competencies, Values and Comments

• Values: Respect for diversity; Integrity; Professionalism; Accountability.
• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.

IFRC Disclaimer

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

If you appointed to or undertake a role within IFRC, whether as staff, staff on loan or secondees, you will be subject to the organization's Code of Conduct, which is available here and on our website.

Note: All offers of employment will be subject to satisfactory references and appropriate screening checks, which include prior professional conduct checks and review of criminal records. IFRC will request a conduct check from all prior employers for a period of 5 years, including but not limited to employers who like IFRC participate in the Misconduct Disclosure Scheme.

IFRC ensures equal employment opportunities!