PRO and HR Coordinator

Job Purpose:

The PRO & HR Coordinator will be responsible for managing all government relations/PRO Duties for the company. This role ensures compliance with JAFZA, MOHRE, and UAE labor regulations while supporting employees with visa, immigration, and benefits processes. The position also plays a key role in HR operations by handling employee records, benefits administration, leave management, and general HR support. The role requires strong organizational skills, attention to detail, and the ability to manage sensitive information with discretion.

Key Responsibilities

Description of duties & activities

1. Government & JAFZA Relations (PRO Duties)

• Handle all JAFZA-related processes, including company license renewals, amendments, and updates.
• Process employee visas, labor cards, Emirates IDs, and work permits in compliance with JAFZA and UAE government regulations.
• Coordinate medical tests for new and renewed employees.
• Assist employees with family visa applications, renewals, and cancellations.
• Process JAFZA access cards (PIC/PAC/TAC).
• Prepare and submit letters, applications, and documentation to government authorities when required.
• Ensure compliance with WPS requirements.
• Monitor changes in JAFZA and Free Zone policies and ensure company compliance.
• Maintain effective liaison with JAFZA, Immigration, Labour Office, and other government entities; communicate updates to employees as necessary.
• Support and facilitate government inspections and visits.
• Support customs and port-related documentation when required.
• Maintain tracking systems to ensure timely renewal of employee and company documents (visas, licenses, permits).

2. Employee Benefits Administration

• Manage employee medical insurance enrollment, renewals, and cancellations; liaise with Total Rewards team, insurance providers and brokers for all MEA employees.
• Administer life insurance coverage and maintain accurate employee benefit records.
• Act as the primary point of contact for employees regarding insurance queries, claims, and benefits usage.
• Support leave management processes (annual leave, sick leave, maternity/paternity leave), ensuring compliance with UAE labor law and company policies.
• Maintain accurate and up-to-date benefits records and prepare reports for Total Rewards, HR and Finance.

3. HR Administration Support

• Support onboarding by collecting employee documents, managing visa processing, and coordinating medical enrollment paperwork.
• Draft HR correspondence including bank letters, employment certificates, NOCs, and other employee-related documentation.
• Conduct employee verifications and assist with the preparation of employment offers (local contracts/Arabic versions).
• Coordinate employee home leave ticket allowances.
• Maintain HR records and employee files in compliance with legal and company requirements.
• Coordinate mandatory employee medical checkups, renewals, and occupational health requirements.
• Monitor overtime compliance and ensure alignment with UAE labor law.
• Provide ad hoc HR administrative support including preparing reports, organizing HR initiatives, and supporting HR audits.

4. Leave Management

• Coordinate with HRIS providers to resolve technical issues in the leave management system.
• Maintain the leave calendar and update records in alignment with the Hijri calendar.
• Adjust and maintain leave balances according to carryover and forfeit policies.
• Generate and maintain leave and attendance reports.

5. General & Compliance

• Ensure strict confidentiality of employee records and company documents.
• Stay updated on UAE Labor Law, JAFZA regulations, and HR best practices.
• Provide ad hoc administrative and HR support as required by management.