HR Assistant

We are seeking a proactive and detail-oriented HR Assistant to support the day-to-day operations of our school’s Human Resources office. This role plays an important part in ensuring smooth administrative processes and supporting the welfare of our faculty and staff, helping to foster a positive, welcoming, and collaborative working environment.

Key Accountabilities:

Performance Responsibilities:

• Models and encourages a culture of kindness in support of the core values.
• Manages HR responsibilities in compliance with policies, procedures and systems.
• Maintains utmost confidentiality and professionalism at all times.

Employee Files:

• Creates an employee file (hard copy and electronic files) for all new hires following the standard 
  guidelines set by GEMS.
• Maintains all employee files to a high standard (current and archived). Ensure all files are 
  organised and contain all relevant information, and ensure documents are up-to-date at all times.
• File documents in respective staff files.

HR Operations:

• Administers the Leave of Absence request forms and ensures accurate data entry of attendance 
  in PHOENIX/attendance reporting system.
• Administers, monitors and explains insurance benefits to employees, serves as liaison between 
  employees and insurance carriers. Supports employees with insurance related and medical 
  issues.
• Assists PRO with issuing visas and labour cards details.
• Submits and processes KHDA approvals for relevant employees as part of the compliance 
  process.
• Produces HR letters, NOCs, salary certificates and salary transfer letters in English and Arabic 
  (in coordination with GRE) as required on a timely basis.
• Ensures compliance with all HR systems to maintain employee records.
• Supports ERP project team with input on HR systems, policies and requirements where required.
• Tracks approval process in for all processes wherever other department’s signatures are 
  required.
• Runs reports from DAX as required by the HR Manager or other areas of the business.
• Drafts routine correspondence, letters and memos for approval from Line Manager.
• Assists and prepares statistical summaries and reports for school management.
• Maintains staff leave records e.g. annual, medical, holiday and personal leave days for payroll.
• Deals with staff issues and trying to resolve them in timely and professional manner.
• Attends HR related meetings and all staff meetings
• Performs other duties as assigned by the HR Manager and Superintendent/CEO.

Recruitment and onboarding:

• Prepares all documentation required by the HR Manager and Superintendent/CEO during 
  recruitment processes.
• Prepares the documents required for onboarding, including visa and labour card processing 
  requirements.
• Processes new hire forms including bank account forms, medical insurance, business card and 
  access card requests.
• Prepares the welcome pack for all new hires and liaise with the IT Department to prepare the 
  access cards and laptop/desktop. 

Key Requirements:

• A minimum of 1 – 3 years’ experience working within Human Resources.
• Knowledge in general HR office procedures, policies and methods.
• Experience working in a multi-cultural environment is a plus.
• Experienced in using MS Office and HR Systems.
• High School certificate (minimum), College Degree preferred.
• HR related qualification is desirable (e.g. CIPD).
• Strong verbal and written communication skills.
• Excellent organisation and interpersonal skills.
• Solid communication skills and attention to detail.
• Able to multi task and cope with a degree of pressure at peak times.
• Advance MS Excel skills is a must.
• Looking for someone to start asap.

Next Steps:

We thank all applicants for their interest. Only shortlisted candidates will be contacted with details on the next steps.

GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff. A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.