HR & JAFZA Administrator | Ecolab | Dubai

Job description

Job Overview: The HR Administrator is responsible to manage and coordinate all HR and JAFZA administration activities. These activities include managing all JAFZA related documentation and activities such as managing visa processes end to end for associates and dependents including new hires or moves into the country; all HR administrative activities; managing records and filing for JAFZA audits; keeping HR supplies in stock; managing assets for exiting associates; managing the Company car fleet and mobile phone administration, etc. The incumbent will also provide JAFZA related support for our Ecolab UAE office and assistance to associates for travel and visa requirements, especially new hires.
Main Responsibilities
Day to day activities with JAFZA ( Jebel Ali Free Zone Authority) to assist all UAE based associates with residency permits and visas. It includes new hires, existing renewals, exit cancellations as well as transfer of visas.
Work closely with the PRO to ensure all visas, employment permits, employee IDs and other processes are conducted efficiently and within required timelines.
Assists associates with inquiries, concerns & needs on immigration and visa regulations and responsibility.
Deals with correspondence, complaints and queries.
Manages and process all JAFZA related requests for salary letter, documentation, entry permits.
Managing all JAFZA related inspections to site and also any JAFZA related inquiries and meetings in regards to our associates.
Visit JAFZA to resolve any issues for e.g. entry into JAFZA by visitors without permits etc.
Support all queries on work permits, employment related documentation, HR benefits as needed
Manages employee files with documentation for all JAFZA processes as per audit requirements
Maintains all documentation related to HR benefit requests and updates
Manage visa processes and asset handovers for all leaving associates
Manages sufficient stock of supplies for all HR including service pins, HR forms, storage room, mobile phones etc.
Manages the company car fleet within policy guidelines and supplementary administration functionality to support
Management of company telecommunication policy and mobile phone administration
Administration of HR related assets for all associates, new, existing and leavers
Booking flights for new hires, leavers, assignees and transfers into the region
Supporting queries on flight bookings in relation to visa and also on dependents moving into UAE.
Preparation of EPRs for approvals
Deals with consulates and embassies for associates business visas and travel purposes
Working with vendors and Procurement on suitable vendors for associate accommodation
Booking accommodation for new hires, assignees and transfers into the region
Supporting queries on bookings in relation to visa and also on dependents moving into UAE.
Preparation of EPRs for approvals
Work in coordination with Regional Facilities Manager MEA for renewal of company registration formalities with JAFZA , manage all JAFZA related requirements and actions on renewal and maintenance of all legal documents of the company
Plan and organize the office layout and seating arrangements for all new joiners and moves in relation to the Ecolab Dubai office.
Basic Qualifications

Diploma degree required as minimum
Minimum of 3-5 years of experience in an HR and Office Administration role
Previous experience working with JAFZA entities- ideally at least 2-3 years’ experience is required
Good working knowledge of UAE Employment Laws
Fluent in both English and Arabic is mandatory
Strong written communication
Fluency in Microsoft Office and email and PC usage
A trusted partner at more than one million customer locations, Ecolab (ECL) is the global leader in water, hygiene and energy technologies and services that protect people and vital resources. With 2016 sales of $13 billion and 48,000 associates, Ecolab delivers comprehensive solutions and on-site service to promote safe food, maintain clean environments, optimize water and energy use and improve operational efficiencies for customers in the food, healthcare, energy, hospitality and industrial markets in more than 170 countries around the world.