Role Summary
The HR & Office Manager is responsible for the overall governance, compliance, and operational oversight of Human Resources and Workplace Operations across the group. The role oversees recruitment governance, employee lifecycle management, payroll coordination, performance administration, regulatory compliance, workplace infrastructure, vendor management, facilities budgeting, safety standards, and business continuity. The HR & Office Manager holds full accountability for compliance with UAE labor laws, Emiratisation, GPSSA, NAFIS, and all employee- and owner-related permits and licenses. Execution may be delegated to the HR & Recruitment Executive and Office Administrator; however, final oversight and compliance responsibility remain with the HR & Office Manager.
Key Responsibilities
A. Human Resources Governance & Operations
1. Recruitment Oversight & Hiring Decisions
Conduct first-round interviews for full-time positions (behavioral and suitability assessment).
Participate in final interviews with department heads for full-time roles.
Approve final hiring decisions within approved salary budgets.
Provide hiring feedback and direction to the HR Recruitment Assistant.
Monitor recruitment tracker to ensure timely role closures.
2. Employee Onboarding & Lifecycle Governance
Conduct orientation sessions for all new full-time employees and interns.
Review and confirm completion of onboarding documentation.
Monitor probation review meetings before confirmation deadlines.
Issue probation confirmation or extension letters.
Review and approve final settlements.
Ensure that employee and candidate tracking systems (KEKA) are updated.
3. Employment Contracts & Employee Lifecycle Management
Review and approve employment contracts before issuance.
Review contract renewals and amendments prior to release.
Initiate contract renewal process at least 60 days before expiry.
Approve final settlements and termination documentation.
Issue disciplinary letters and warning notices when required.
Ensure HR records remain structured and audit-ready.
4. Visa & Government Process Supervision
Review visa documentation prepared by HR Recruitment Executive before PRO submission.
Monitor visa processing timelines (new, renewal, cancellation).
Escalate delays or compliance risks when necessary.
Approve employee cancellation procedures and final documentation.
5. Attendance, Leave & Payroll Coordination
Review monthly attendance summary before payroll submission.
Validate leave balances and unpaid leave deductions.
Approve payroll input sheet prior to submission to Finance.
Review documentation for absenteeism and disciplinary cases.
6. Performance Tracking Administration
Maintain and monitor KPI tracking system.
Collect performance evaluation forms from department heads.
Archive performance documentation.
Document performance improvement plans when required.
Track probation performance reviews.
7. HR Documentation & Confidentiality
Maintain a structured HR filing system (physical and digital).
Ensure employee records are updated and complete.
Maintain strict confidentiality of employee and company information.
Update HR policies when instructed by management.
B. Emiratisation, GPSSA & NAFIS Governance
Develop and oversee the company’s Emiratisation implementation plan.
Monitor compliance with Emiratisation quotas and MOHRE regulations.
Stay continuously updated on regulatory changes and penalties.
Oversee onboarding and documentation of UAE National employees.
Ensure compliance with GPSSA (General Pension and Social Security Authority) registration and contributions.
Oversee compliance with the NAFIS program where applicable.
Review and approve GPSSA and NAFIS documentation prior to submission.
Maintain Emiratisation compliance trackers and audit readiness.
Execution support may be delegated to the HR & Recruitment Executive; accountability remains with the HR & Office Manager.
C. Employee, Owner & Corporate Permit Compliance
The HR & Office Manager ensures all regulatory permits related to employees and owners remain valid and compliant.:
Oversee employee work permits and labor documentation validity.
Ensure employee medical insurance policies remain compliant and active.
Oversee professional licenses required for employees.
Monitor validity of social media permits and influencer-related permits of company owners.
Ensure compliance with any media, production, or content-related regulatory permits.
Stay informed of Free Zone, DED, MOHRE, and regulatory updates affecting employees and owners.
Ensure all documentation is audit-ready and properly archived.
Execution and tracking may be delegated to the HR & Recruitment Executive.
D. Office & Workplace Operations Governance
8. Office Governance, Safety & Business Continuity Standards
Define workplace operational, safety, and emergency response standards and protocols.
Ensure the company maintains structured emergency preparedness plans (e.g., public safety alerts, civil defense notifications, health outbreaks, regional security risks).
Oversee implementation and periodic review of Emergency Response & Safety Protocols.
Establish business continuity measures to minimize operational disruption during crises (e.g., pandemics, security incidents, government mandates).
Monitor government advisories and regulatory updates that may impact office operations.
Conduct periodic facility and safety audits to ensure standards are maintained.
Identify operational and safety inefficiencies and implement improvement measures.
Ensure emergency kits, safety signage, evacuation plans, and compliance documentation are maintained (execution delegated where applicable).
Escalate major facility, health, or security risks to senior management immediately.
9. Vendor & Contract Oversight
Approve selection of service providers (maintenance, cleaning, IT, utilities, etc.).
Review and negotiate vendor contracts and renewal terms.
Monitor vendor performance against agreed SLAs.
Track contract expiry timelines and budget impact.
10. Budget & Cost Control (Facilities & Admin)
Manage office-related operational budgets.
Review recurring facility costs and identify cost-saving opportunities.
Approve major office-related expenses within authority limits.
Provide periodic cost and facilities reports to management.
11. Renovation & Infrastructure Planning
Approve and oversee office renovation plans and structural upgrades.
Evaluate proposals, quotations, and project timelines.
Ensure projects align with brand, functionality, and approved budgets.
Sign off on completed projects before operational handover.
12. Safety & Compliance Oversight
Ensure workplace safety standards align with UAE regulations.
Review emergency preparedness frameworks and risk mitigation plans.
Approve safety audits and compliance documentation.
Escalate compliance risks where necessary.
13. IT & Utilities Governance
Oversee contracts and service levels for internet, telecom, and utilities.
Monitor service performance and recurring cost structures.
Approve major system upgrades or infrastructure changes.
14. Asset & Inventory Control Framework
Approve asset tracking systems and inventory control procedures.
Review inventory reporting and loss prevention measures.
Ensure accountability systems are in place for company assets.
15. Training, Development & Internal Engagement Governance
Identify training needs across departments in alignment with business objectives.
Develop annual or quarterly training plans.
Introduce learning initiatives focused on compliance, performance improvement, leadership development, and workplace standards.
Oversee onboarding training structure and continuous development programs.
Establish internal policies for knowledge-sharing sessions and skill-building workshops.
Initiate internal engagement events that support company culture and team alignment.
Define training objectives, expected outcomes, and evaluation metrics.
Monitor effectiveness of training programs and recommend improvements.
16. Team Supervision
Set KPIs and performance standards of team members.
Review operational trackers and reports.
Provide direction and escalation support.
Ensure clear delegation and accountability structure.
