Office Manager cum HR

Our client is looking for an ideal candidate who will support the full scope of Admin and Human Resources responsibilities and partner with the organization on strategic initiatives.

Key roles & responsibilities

Candidate sourcing & recruitment

• Define staffing requirements/ vacancies for the Middle East consulting business in collaboration with Management.
• Maintain a repository of recruitment/ staffing agencies' contracts & profiles with universities.
• Maintain a healthy pipeline of candidates by engaging with recruitment/ staffing agencies, employees (referrals), & universities to source relevant candidates’ profiles.
• Conduct introductory/ initial screening call for shortlisted candidates.
• Schedule interviews with candidates & interviewers from the business.
• Follow up on & archive interview feedback from interviewers & update the recruitment register accordingly.
• Organise interview feedback reviews to secure decisions on candidates.

Employee onboarding & offboarding

• Coordinate new employees’ relocation (including flights & short-term accommodation recommendations) & visa processing, along with Hartree IT system set-up coordination & devices.
• Maintain employee relocation terms & conditions template for the Consulting business.
• Maintain employee files, including personal information such as family dependents, address, & emergency contacts.
• Conduct the orientation of new employees in coordination with consultants from the business.
• Manage the exit process of employees, in coordination with HR EMEA, through regular communications, tracking of pending actions, & relevant follow-ups (including final settlement calculations, expense report settlement, project documentation handover, devices handover, & data confidentiality/ compliance).

Benefits Management

• Track & monitor the disbursement of employee benefits, including EU/ GCC pensions, medical insurance, & sign-on bonuses.
• Track housing loans dispersed to employees & monitor repayments to ensure timely settlements.
• Calculate & report end-of-service benefits/ gratuity as per UAE Labor Law & employee contract T&Cs.

Performance management & coordination

• Develop & maintain performance appraisal forms/ templates & the competency matrix per job title/ grade.
• Develop & maintain a Mentorship & Employee Development toolkit (forms, templates…) for the Consulting business.
• Ensure regular follow-up by Management on an employee’s progress throughout their probation period.
• Maintain the master list of all employees & their respective Mentors.
• Track & monitor trainings completed by employees relevant to their development plan &/ or funded by Hartree.
• Validate the consistency & coherency of completed appraisal forms, in line with the templates, business policy, & requirements.
• Coordinate the biannual performance appraisal process between Management, Mentors, & employees, including the timely completion of project appraisal, 360 feedback, &biannual performance appraisal forms.
• Organise the biannual People Committee between Management, Mentors, & employees.
• Maintain an archive of all submitted/ formalised employee performance appraisals.

Employee billability

• Track staffing across & consultant utilisation (timesheets) across projects.
• Track employee work status (on client site, in-office, WFH, remote-work).
• Track leaves taken by employees, including medical, PTO, & compassionate leave, &report usage against accrued time-off/ legally stipulated leaves (UAE Labor Law).
• Accounts, expenses, & invoices reconciliation
• Review monthly business costs shared by Financial Control for any discrepancies & errors in allocation.
• Track expenses submitted by employees & liaise with Finance for timely settlement.
• Follow up with Management on cash collections/ projects’ invoices settlement.

Job requirements

• Minimum 5 years of relevant experience in business operations, HR operations, talent acquisition, &/ or accounts.
• Prior experience working within the Management Consulting industry.
• Prior experience working within the UAE.
• Familiarity with UAE Labour Law.
• Fluency in English
• Professional proficiency in Arabic [preferred].
• University education in Business Administration, Human Resources, Finance, &/ or similar.

Skill requirements

• Strong communication skills (written, verbal)
• Strong presentation skills
• Rigor & attention to detail
• Proactive/ autonomous
• Ability to formalise documents
• Experience with Microsoft Office
• Experience with ERP software (e.g., SAP, Oracle, NetSuite, etc.)