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Job description / Role
Objectives: The HR Administration Assistant is responsible for performing a range of activities in support of the Human Resources Department. Works closely with the HR Generalist to aid in planning, directing and coordinating administrative responsibilities and managing calendars. Acts as a first point of contact for any external queries and communication.
Main responsibilities:
• Work with Human Resources to assist in attaining corporate rates and discounts for company employees
• Welcome visitors by greeting them in person or via the telephone answering or referring queries to the relevant employees in a professional manner
• Prepare messages and provide those in a timely manner to the relevant individuals
• Liaise with clients, suppliers and other employees acting as a first point of contact directing them to relevant employees or answering queries
• Maintain continuity among work teams by documentation and communication of actions, needs, and minutes of meeting
• Contribute to team effort through contribution to and accomplishment of projects as and when required or requested
• Transmit information or documents using computer, mail or fax systems when required
• Analyze data to determine answers to questions raised by customers both internal and external ensuring accurate information is provided
• Work closely with the HR Generalist to ensure the timely completion and execution of relevant administrative formalities including, filing, document control, etc.
• Prepare detailed agendas for the HR Generalist, excel sheets and PowerPoint presentations ensuring these are completed within the relevant timeframes
• Arrange travel, visas and accommodation as and when requested
• Work alongside the PRO to maintain and update visa statuses on behalf of the HR Generalist
• Support the HR Generalist with any project related tasks that are assigned: research, analytics, data collation etc.
• Coordinate and communicate with counterpart HR employees in other divisions as necessary in order to facilitate operations and maintain continuous HR development
• Ensure staff requests are attended to and processed in a timely and accurate manner through ensuring accurate diary management
• Aid in contract administration for employees and oversee employee on-boarding (i.e., required documents, accommodation, flights, and other logistics in coordination with the PRO and Talent Acquisition Specialist
Reporting to: HR Generalist
Requirements
University Qualifications: University degree in Business Administration or similar field from a recognized university
Nature and length of previous experience: 2- 4 years experiences in administrative position within a HR environment
Specialist knowledge:
• Administrative
• Archiving
• Business Acumen
• Clerical
• Communication (Verbal, Written)
• Computer and Software Literacy
• Diary Management
• Document Control
• Due Diligence
• Electronic imaging and storage
• Filing
• Research
• Scanning
• Travel Management
Soft Skills and Personality traits:
• Accuracy
• Analytical Ability
• Attention to Detail
• Collaboration
• Deadline Orientated
• Decision Making and Judgment
• Energetic
• Flexibility
• Flexible
• Interpersonal Skills
• Leadership
• Multitasking
• People Skills
• Proactivity
• Problem Solving
• Process Excellence
• Productivity
• Teamwork
• Time Management
Language Fluency: Fluency in English is a must, Arabic would be an advantage
About the Company
Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.