Sr. Specialist - HR Operations and Admin

About the Role:

The Sr. Specialist - HR Operations & Admin is a key member of the Human Resources team, responsible for overseeing the full spectrum of HR operational activities.

This role demands a highly organized, detail-oriented professional with a minimum of 5 years of hands-on experience across talent acquisition, visa & immigration processing, onboarding & offboarding, employee lifecycle management, medical insurance administration, and HR reporting and end to end office administration responsibilities. The ideal candidate will serve as the operational backbone of the HR & admin function, ensuring seamless execution of organizational processes.

Key Responsibilities and Accountabilities:

Talent Acquisition (TA):

• Manage end-to-end recruitment for all open positions across departments.
• Partner with hiring managers to define job requirements and develop targeted sourcing strategies.
• Maintain and update the Applicant Tracking System (ATS) and recruitment dashboards.
• Coordinate interview panels, assessments, and offer management processes.
• Drive employer branding initiatives and manage relationships with recruitment agencies.

Visa & Immigration Processing:

• Process and manage all types of employment visas, residency permits, and related government documentation.
• Liaise with PRO (Public Relations Officer), government authorities, and embassies for visa approvals and renewals.
• Maintain and track visa expiry dates, ensuring timely renewals and compliance.
• Advise employees and management on visa regulations and immigration requirements.
• Maintain accurate and up-to-date visa and document trackers for all employees.

Onboarding:

• Design and deliver a comprehensive onboarding experience for all new joiners.
• Coordinate and execute offer letters, system access, equipment, and orientation schedules and assets availability.
• Conduct HR induction sessions covering policies, benefits, and organizational culture.
• Ensure accurate completion and filing of all onboarding documentation.
• Maintain and update onboarding trackers and report on new joiner completion rates.
• Initiate and gather onboarding feedback and generate analysis.

Offboarding:

• Manage the full employee exit process including resignation acceptance, clearance, and final settlements.
• Conduct structured exit interviews and analyze feedback for retention insights.
• Coordinate handover processes and ensure knowledge transfer documentation.
• Revoke system access, collect company assets, and cancel visa/residency permits as applicable in alignment with IT team.
• Maintain offboarding trackers and prepare attrition reports for management.

Medical Insurance Administration:

• Serve as the primary point of contact for the company's group medical insurance policy.
• Manage employee enrollments, deletions, and plan amendments with the insurance provider.
• Handle employee queries, claim escalations, and coordinate with insurers for timely resolutions.
• Track and manage insurance renewals, policy documents, and premium reconciliation.
• Ensure compliance with local health insurance mandates and regulatory requirements.

Employee Relations and Engagement:

• Manage employee disputes, formal complaints, and disciplinary matters fairly and consistently to maintain a safe, respectful workplace.
• Design and administer engagement surveys, analyze results, and drive department-level action plans
• Develop initiatives that celebrate employee contributions — peer recognition, milestone rewards etc.
• Build and implement employee wellbeing, engagement and culture initiatives

Trackers, Reports & HR Operations:

• Maintain comprehensive HR trackers for headcount, recruitment pipeline, visa status, probation, and attrition.
• Prepare monthly, quarterly, and ad hoc HR reports and dashboards for management.
• Generate data-driven insights to support HR decision-making and workforce planning.
• Ensure the integrity and accuracy of employee records in the HRIS system.
• Support HR audits and compliance reviews with accurate documentation and reports.

Admin Responsibilities:

• Act as the first point of contact for visitors, clients, and vendors.
• Monitor and replenish office supplies, stationery, and equipment.
• Liaise with vendors, service providers, and maintenance teams.
• Process purchase orders, invoices, and expense reports.
• Support new employee onboarding — ID cards, workstation setup, and orientation.
• Maintain employee attendance, leave records, and HR documentation.
• Process petty cash, reimbursements, and basic bookkeeping tasks.
• Oversee housekeeping, security, and maintenance of the office premises.
• Coordinate with IT support for hardware/software issues and new setups.
• Organize company events, meetings, conferences, and team activities.
• Arrange domestic and international travel, visa processing, and hotel bookings.
• Prepare travel itineraries and expense reports post-travel.

Key Performance Indicators:

KPIs will be specified yearly at the time of goal setting. However, the broad KPIs for this role is as below:

• Recruitment & onboarding efficiency
• HR operations & process compliance
• Employee relations & timely grievance resolution
• Employee engagement & retention contribution
• HR Reports and analysis
• Employee lifecycle management and exit formalities
• UAE / DIFC Law compliance
• Act as First point of contact for all employees & stakeholders in business

Job Specification:

• 5 - 8 yrs of experience in similar role
• Academic Qualification - Bachelor's / master’s degree in human resources, Business Administration, or a related field.
• Must Have Experience - Minimum 5 years of progressive HR operations experience and admin role, preferably in a mid-to-large organization.

Special Demands of the Job:

• Must have UAE driving license.
• Demonstrates a proactive attitude and readiness to take on challenges, with the ability to effectively prioritize tasks based on critical deadlines and complexity.
• Demonstrated hands-on experience in all areas listed under key responsibilities.
• Solid understanding of local employment legislation / DIFC laws.
• Prior experience working in the UAE.
• Familiarity with government portals (MOHRE, GDRFA, ICP, DIFC, etc.) is preferred.

You should NOT apply if you:

• Prefer a slow-paced work environment or a strict 9-to-5 work culture
• Are not eager to learn, evolve, and grow professionally
• Prioritize quantity over quality and accuracy
• Require constant supervision, handholding, or repeated follow-ups
• Lack attention to detail and a strong sense of ownership
• Are unable to manage priorities effectively in a dynamic and fast-paced environment

Pay: AED6,000.00 - AED8,000.00 per month

Application Question(s):

• Are you comfortable with extended working hours?

License/Certification:

• UAE Driving License (Required)

Work Location: In person