URGENT Hiring Executive Secretary for a Reputed Technical School in Al Ain, Jobs, 323

URGENT - Hiring Executive Secretary for a Reputed Technical School in Al Ain - UAE

Ref: 323 Date Posted: Thursday 19 Jan 2023
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Gulf Education is urgently hiring a skilled Executive Secretary experienced in HR and general administration for a newly opened technical school in Al Ain. The ideal candidate must be located in Al Ain and is able to join immediately.

 

Job Responsibilities

Part 1: Administration Coordinator Duties

  • Answering questions, communicating information, and acting as a liaison between the Executive Team, Center administration, and the school's Administrative Supervisor at the central office.
  • Gathering important announcements and changes concerning administrative regulations at the central office and communicating these to relevant parties at the Center.
  • Coordinating closely with the Center accounting, procurement, IT, and workshop coordinators to keep a general overview of their daily work, monitor the smooth functioning of all positions, and report status and incidents to Executive Team. Providing administrative and operative support where necessary.
  • Following up on and coordinating actions on behalf of the Center Director, the Center Administrative Supervisor and the HoD Admin.
  • Supporting the HoD Admin in the supervision of administrative services and coordinating the efficient and timely execution of tasks.
  • Performing other duties as assigned.

Part 2: HR Administrator Duties

In close coordination with the Center Administrative Supervisor, providing support in the following areas as necessary:

Hiring Process

  • Support and following up on hiring process for each new joiner
  • Providing logistical support when staff is settling in
  • Supporting new joiners’ induction program and start up process
  • Assisting with employee relations
  • Supporting all visa processes and monitoring expiration dates to ensure that Center complies with the rules
  • Facilitating the staff’s enrolment in government programs such as emirates ID, compensation program, and police records.

HR Management and Personnel Files

  • Coordinating and monitoring annual leave records
  • Maintaining attendance reporting and recording
  • Maintain sick leave and medical insurance administration and logistics
  • Supporting the HoD Admin in all personnel matters including staff allocation and transfer, interpretation and application of rules and regulations, staff benefits and remuneration package.
  • Ensuring that staff performance evaluation forms are prepared for all departments. Monitoring and tracking the accuracy of staff evaluations and progress.
  • Support in applying and monitoring HR-related policies and procedures in liaison with the HoD Admin and other members of the Executive Team.
  • Support in coordinating with ADEC and/or the school to ensure all teachers are licensed.
  • Ensuring that all staff are compliant with polices throughout their employment.

General HR-Support

  • Assisting with the day-to-day efficient running of HR operations
  • Preparing internal reports for management; participating in staff planning processes as required.
  • Developing and preparing special management studies, surveys, statistics, and a variety of other reports, if necessary.
  • Developing and/or supporting the development of manuals, procedural guidelines, and similar documentation; may conduct in-service training as required.
  • Responding to internal inquiries regarding school administrative policies, procedures, and practices.
  • Advising the HoDs on the training needs of employees in consultation with HoD Admin and helping to ensure that all training requirements of the Center personnel are met.

Correspondence and Records

  • Ensuring that official correspondence and mailing procedures are adhered to and that complete, accurate, and up-to-date records of all personnel are kept.

Primary Objectives:

  • Supporting and coordinating with the Center Administrative Supervisor to complete all HR-related tasks and ensure successful HR management at Al Ain.
  • Increasing Center Director’s/HoD Admin’s awareness of ongoing HR and administration issues through frequent or periodical reporting.
  • Supporting implementation of relevant HR procedures and policies within the Center.
  • Performing any other duties as assigned by the Center management team.

 

Job Requirements and Qualifications:      

  • Master’s degree in Business Administration/Commerce.
  • At least 6 -10 years of experience in a school or other academic facilities, preferably in an intercultural setting.
  • Knowledge and skills in Human Resources are appreciated.
  • Experience in Human Resources and Personnel Management/Administrative Work or in a similar position.
  • Excellent interpersonal and organizational skills.
  • Proven expertise in handling multiple tasks at once and assuming coordinatorial duties.
  • Practical experience in accounting, IT, or procurement is a plus.

 

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