HSE Admin - Emirati Future Leaders (Immediate Joiner)

Job Purpose

- Provide day-to-day administrative and coordination support to the HSE Director and HSE team.

- Maintain accurate HSE records, registers, reports and documentation and ensure documents are properly filed and readily available.

- Coordinate HSE meetings, inspections, training activities and follow-up actions with relevant internal teams, sites and clients.

- Support the HSE team in monitoring compliance requirements, document submissions, corrective actions and reporting deadlines.

Roles , Responsibilities, Duties

• Provide administrative support to the HSE Director and HSE team in daily HSE activities.
• Prepare, maintain, update and organize HSE documents, records, registers, trackers and correspondence.
• Coordinate HSE meetings, prepare agendas where required, record minutes of meetings and circulate action points to concerned stakeholders.
• Maintain records of HSE inspections, observations, incidents, near misses, dangerous occurrences and corrective actions.
• Follow up with site teams and relevant departments on outstanding HSE actions and maintain an updated action tracker.
• Assist in compiling information and data required for weekly, monthly and corporate HSE reports.
• Coordinate HSE training, induction, toolbox talks, awareness sessions and maintain attendance and training records.
• Maintain records of HSE competency certificates, permits, licenses, medical fitness documents and other relevant employee/site documentation, as applicable.
• Assist in maintaining contractor HSE prequalification and compliance documentation and coordinate document submissions with Procurement and HSE teams.
• Coordinate the collection and filing of risk assessments, method statements, emergency plans, inspection reports and other HSE-related documents.
• Support the HSE team in monitoring document compliance with applicable HSE management system requirements and company procedures.
• Assist in preparing presentations, dashboards, reports, trackers and other HSE communication materials using MS Office.
• Coordinate communication between the HSE department, Facility Managers, Supervisors, site teams, clients and other stakeholders.
• Ensure HSE records are confidential, accurate, properly version-controlled and easily retrievable.
• Assist with document control, including maintaining electronic and physical filing systems and ensuring obsolete documents are appropriately controlled.
• Support the HSE team during internal and external audits by preparing required records and documentation.
• Assist in tracking audit findings, non-conformities and corrective actions until closure.
• Support emergency preparedness activities by maintaining relevant records, schedules and drill documentation.
• Perform any other HSE administrative and coordination duties assigned by the HSE Director.

Education & Qualification:

• Diploma or bachelor's degree in business administration, HSE, Occupational Health & Safety or a related discipline from a recognized institution.
• Relevant HSE administrative/document-control training or certification will be advantageous.
• Knowledge of ISO 9001, ISO 14001 and ISO 45001 documentation requirements will be advantageous.
• First Aid and Firefighting training will be advantageous.

Experience:

1. Minimum 2–3 years of administrative experience, preferably within HSE, Facility Management, Construction, Oil & Gas, Manufacturing or a related industry.
2. UAE experience in an HSE administrative or document-control role will be advantageous.
3. UAE National candidates are required for this position.