HR/Admin Executive

Project Management Institute; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading professional institute in Dubai is seeking an HR & Admin Executive to provide comprehensive support in administrative and HR tasks, including travel arrangements, reference checks, and medical insurance assistance. The ideal candidate should have excellent organizational and communication skills, experience in HR roles, and proficiency in Arabic. This position offers a dynamic work environment in a reputable organization.

Qualifications

• 1-2 years of experience in HR or administrative support.
• Proven experience with travel bookings and reference checks.
• Familiarity with HR generalist functions.

Responsibilities

• Coordinate and book employee travel arrangements.
• Conduct thorough reference checks for new hires.
• Assist with HR administrative tasks and onboarding.

Skills

Organizational skills

Communication skills

Interpersonal skills

Arabic proficiency

English proficiency

Education

Bachelor's degree in Human Resources or Business Administration

Tools

WebHR

Job description

The HR & Admin Executive provides comprehensive administrative and HR support, including travel arrangements, reference checks, general HR tasks, maintaining employee records (physical and ConnectHR), departmental HR support, medical insurance assistance, and front office management. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and interpersonal skills to handle diverse responsibilities efficiently and professionally.

Roles and Responsibilities

Travel Management:

• Coordinate and book all employee travel arrangements, including flights, accommodation, transportation, and visas, ensuring cost-effectiveness and adherence to company travel policies.
• Maintain accurate travel records and process travel expense reports.
• Serve as the primary point of contact for travel-related inquiries and issues.

Employee Reference Checks:

• Conduct thorough and professional reference checks for potential new hires, adhering to legal and ethical guidelines.
• Document all reference check findings accurately and provide summaries to the hiring manager.

HR Generalist Support:

• Assist with various HR administrative tasks and projects as needed.
• Support the HR department in recruitment activities, including scheduling interviews and preparing interview materials.
• Assist with onboarding and offboarding processes, including paperwork and system updates.
• Provide general HR support to employees, addressing basic inquiries and escalating complex issues to the appropriate HR personnel.

Document Management & Data Maintenance:

• Maintain and organize employee files and HR-related documents, ensuring accuracy and confidentiality.
• Regularly update and maintain employee data in the ConnectHR system, ensuring data integrity.
• Assist with the creation and maintenance of HR reports and dashboards.
• Ensure compliance with document retention policies and procedures.

Medical Insurance Support:

• Assist with the administration of the company's medical insurance plan, including enrollment, changes, and renewals.
• Serve as a point of contact for employee medical insurance inquiries and liaise with insurance providers as needed.
• Assist with the processing of medical claims and related documentation.

Reception & Front Office Management:

• Manage the front office reception area, ensuring a professional and welcoming environment.
• Answer and direct phone calls promptly and courteously.
• Greet and direct visitors appropriately.
• Manage incoming and outgoing mail and deliveries.
• Maintain office supplies and ensure the smooth operation of office equipment.
• Handle basic administrative tasks such as photocopying, scanning etc.

Perform other job-related duties as assigned by the Manager.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field is preferred.
• Minimum of 1-2 years of experience in a similar HR and administrative support role.
• Proven experience in handling travel bookings and employee reference checks.
• Familiarity with HR generalist functions and best practices.
• Experience working with HRIS systems (preferably WebHR) and maintaining employee data.
• Knowledge of basic medical insurance processes.
• Excellent communication skills, both written and verbal (Arabic proficiency is Essential) English proficiency (plus).