HR Assistant

Job description / Role

School Universal American School delivers the US curriculum via New York State Standards. Nurturing inquiry-based learning through multiple pathways including Advanced Placement tracks, IB Diploma Program, and Primary Years Program. These personalized pathways equip students with the learning skills and competencies necessary to embrace the challenges of an ever-changing world. This means providing students with a wide range of academic and technological skills and developing a range of learning, critical thinking, and inquiry skills that will empower students to interrogate learning, promote creativity, problem-solve, and give learners agency over their learning to achieve continued success in their chosen pathway and as active citizens in our international community.

UAS hosts a Centre for Excellence for Arabic celebrating the Arabic language which aims to promote and enhance the study and understanding of the language through research, education, and collaboration.

The school is also run on a not-for-profit basis and is part of the Al Futtaim Education Foundation. Founded in 2005, the school has delivered an inclusive, diverse, and rigorous program for our learners. Our alumni have gone on to study at leading institutions of higher education in the US, Canada, the UK, and other parts of the world.

Located in Dubai Festival City the UAS campus has extensive facilities on a spacious site including a 25m swimming pool, full gymnasium, 400m running track, grass pitch, art and design studios, teacher wellness room, a newly built state-of-the-art cafeteria, staff professional development space, elementary sports hall and a specialist creative arts block including recording facilities, black box theatre, ceramics room.

Universal American School is a special place to learn and work and we welcome you to become part of our learning community.

Diversity, Equity, and Inclusion

At Al Futtaim Education Foundation, we are committed to fostering a culture of diversity, equality, and inclusion. We believe that every individual has the right to be respected and valued for who they are, and we strive to create a work environment where all members of our community feel safe, supported, and empowered to reach their full potential. This includes recruiting and retaining a diverse workforce, creating inclusive learning and working environments, and promoting equity in all of our policies and practices. We are dedicated to building a foundation of respect and understanding, and we actively work to eliminate discrimination, bias, and prejudice in all forms.

Data Management & Record Keeping
- Maintain HR records by updating the digital filing records and system, keeping past and current records up to date and accurate.
- Administer and record leave data for the staff and assist employees in logging their leaves to the PeopleHub portal.
- Support the HR manager with the SAP data encoding.
- Support the HR manager with the KHDA data encoding.
- Support the HR manager with the school system data encoding.
- Support the HR manager with missing document tracking for new joiners during the onboarding process.
- Support the HR manager with missing document tracking for leavers during the offboarding process.
- Support the HR manager with the GR-related formalities such as the renewal of employees' visas, MOHRE, and OHC cards.
- Maintain all personnel files and ensure safe custody and confidentiality of all documents submitted by staff .
- Monitor and track the expiry dates of the sensitive documents.
- Data Management & Record Keeping
- Maintain HR records by updating the digital filing records and system, keeping past and current records up to date and accurate.
- Administer and record leave data for the staff and help employees in logging their leaves to the PeopleHub portal.
- Support the HR manager with the SAP data encoding.
- Support the HR manager with the KHDA data encoding.
- Support the HR manager with the school system data encoding.
- Support the HR manager with missing document tracking for new joiners during the onboarding process.
- Support the HR manager with missing document tracking for leavers during the offboarding process.
- Support the HR manager with the GR-related formalities such as the renewal of employees' visas, MOHRE, and OHC cards.
- Maintain all personnel files and ensure safe custody and confidentiality of all documents submitted by staff .
- HR Audit - employee digital files/documents
- No. of non-compliance incidence reports
- Accurately update the Leave application tracker
- Mirror the PeopleHub attendance report to the schools'
- All govt. related staff activities to be completed in time with full compliance
- All time-sensitive documents and licenses are renewed ahead of the deadline to ensure full compliance and avoid fines

Requirements

- Timely KHDA approval for the new joiners
- Complete timely departure and exit formalities and arrange for a leaving certificate
- Weekly report to the HR Manager on the progress of the visa status/cancellation status
- Number of fines for late submission of the document in a year
- Error-free data maintenance
- Incidences of any sensitive documents lost or mishandled.
- Compliance with standardized school procedures
- 100% adherence to the school policies and procedures
- Safeguarding and child protection
- Universal American School is committed to safeguarding and promoting the welfare of all its students.
- Relevant criminal records/police and reference checks are a pre-requisite for all appointments.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.