Human Resources Specialist (6 Months Contract)

The Human Capital Specialist provides hands-on operational support across the full employee lifecycle for a fixed six-month period. The role is heavily weighted toward data management, documentation, and compliance: bringing employee records into a complete and auditable state, ensuring contractual documents are issued and executed on time, and keeping visa, insurance, and invoicing cycles running without lapse.

This is a delivery-focused role suited to a candidate who works independently, manages competing deadlines, and follows matters through to closure.

1. Data & Document Management

• Organise, restructure, and maintain employee files, ensuring each file is complete and consistently indexed.
• Draft employment contracts and ensure they are issued, signed, and filed within required timelines.
• Maintain the employee master-list, including dependent records, ensuring accuracy and version control.
• Maintain document trackers covering contract status, document expiry dates, and outstanding items.
• Ensure records are handled in line with confidentiality and data protection requirements.

2. Employee Letters & Correspondence

• Draft and issue employment certificates, salary certificates, and embassy/visa support letters on request.
• Prepare internal memos and HR administrative correspondence.
• Maintain standard templates for all recurring employee letters to ensure consistency and turnaround time.
• Log all issued letters and file copies in the relevant employee files.

3. Recruitment & Onboarding

• Draft job descriptions for new vacancies in consultation with hiring managers.
• Post approved vacancies on the relevant job boards and manage listings through to closure.
• Source candidates for open roles through job boards, referrals, and agency channels.
• Coordinate and schedule interviews between candidates and hiring managers.
• Draft offer letters for new joiners and manage the offer process through to acceptance.
• Collect, verify, and file all new joiner documentation prior to and upon commencement.
• Obtain signatures on all pre-onboarding documents and file executed copies in the relevant employee files.
• Support onboarding logistics and first-day readiness.

4. Contractor & Consultant Administration

• Liaise with recruitment agencies on the contractor lifecycle management process.
• Process and track agency invoices, ensuring accuracy and timely submission for approval.
• Follow up with consultants on a monthly basis to obtain invoices and supporting documentation.
• Liaise with Finance to ensure manpower agency and consultant invoices are approved and settled within payment terms.

5. Visa, Insurance & Compliance

• Manage visa renewals end to end, tracking expiry dates and coordinating with PRO and government channels.
• Add new employees and dependents to the health insurance plan and process amendments.
• Manage annual insurance renewals and ensure no gaps in coverage.
• Provide administrative support for new group medical and life insurance applications, including for newly established entities.
• Maintain a compliance calendar of all renewal and expiry deadlines.

8. Payroll Support, Time & Attendance

• Track and record employee time and attendance.
• Maintain leave records and flag discrepancies for resolution.
• Maintain detailed records of employee reimbursements, including visa costs, medical insurance, life insurance, and other reimbursable expenses.
• Ensure reimbursement records are accurate and reconciled for payroll processing and cost-to-company (CTC) reporting.
• Provide attendance and reimbursement data to Finance in support of monthly payroll.
• Generate and issue employee pay slips at the close of each payroll cycle.

Qualifications & Experience

Essential

• Bachelor's degree in human resources, Business Administration, or a related discipline.
• Minimum 5 years experience in HR operations, HR administration, or a generalist role.
• Working knowledge of UAE labor law, visa processes, and health insurance requirements.
• Strong Microsoft Excel skills, including the ability to build and maintain trackers and master data files.
• Demonstrated experience managing confidential employee records.
• Available to commence at short notice.