HR & Office Manager

2 weeks ago

Dubai Knowledge Village, United Arab Emirates iCademy Middle East FZ LLC Full time

**DUTIES AND RESPONSIBILITIES**:
**New Employees**
- Develop and implement an effective recruitment process.
- Support Head of School and General Manager’s annual manpower plan for management approval and monitor progress against the plan on a weekly basis.
- Ensure that all vacancies are properly authorized and filled in a timely manner in accordance with agreed budgets.
- Manage the documented new starter procedure.
- Request background check for new employees prior to joining.
- Set up a staff file for every new employee (hard and soft copy).
- Issue pre-joining instructions to new employees and request the return of relevant documentation.
- Maintain and update a tracker for new employees to ensure that all documentation (including experience and qualifications required for KHDA approval, together with references) is received and filed.
- Ensure that relevant parties are notified before a new staff member joins in accordance with the documented new starter procedure.
- Liaise with the KHDA Registrar to ensure that all relevant academic staff are registered for KHDA approval and teacher licencing.
- Ensure that all visas and work permits are applied for/cancelled as appropriate in respect of staff members.
- Ensure that new employees have signed to acknowledge receipt of HR Handbook and HR Policies.
- Meet with new employees on their first day and ensure that all required documentation has been provided.
- Remind new employees to submit documentation if not available on first day.
- Ensure that all eligible employees are registered for the company private medical scheme and receive all the required documentation.
- Ensure that employees are regularly monitored during the probation period and send reminders to the General Manager or Head of School to complete relevant observations and reviews.
- Complete a checklist for each employee to ensure that nothing is missed until completion of 6thmonths’ probation period.
- Advise employees upon satisfactory completion of probation period.

**Staff Leavers**
- Manage the documented staff leaver procedure.
- Acknowledge staff resignations and agree upon a leaving date with the Department Head.
- Provide HR support to the General Manager in the event that the employment of a staff member is terminated by the school.
- Issue exit interview questionnaires to leavers and arrange exit interviews.
- Ensure that relevant parties are notified before a staff member leaves in accordance with the documented leavers procedure.
- Ensure that required leaving documentation is completed.
- Ensure that end of service calculations is prepared and signed by employees.
- Prepare and complete a checklist to ensure that nothing is missed when an employee leaves the school.

**General HR Duties**
- Act as the first point of contact for HR issues raised by school employees.
- Keep up to date on employment law and UAE rules and regulations and advise the school management accordingly, making recommendations for any changes required.
- Develop, regularly update, and ensure familiarity with HR policies and HR handbook and ensure that all employees are made aware of them.
- Ensure that an effective performance management process is in place and that all employees have regular appraisals that are documented.
- Ensure that all employees have a personal development plan.
- Prepare staff communications as required.
- Set up and maintain an organized filing system (soft copies and hard copies in the secure filing cabinet) for all staff documentation ready for inspection as and when it arises.
- File all documents related to staff (including joining documents, warning letters, awards, KHDA approvals etc) in their folders.
- Upload all staff details on the school ERP system and run reports as required.
- Keep track of passports and visas expiry dates (through Odoo) and send reminders prior to expiry (6 months for passport and 1 month for visa).
- Track leave requests and generate report as needed.
- Prepare and process payroll monthly and send payslip.
- Maintain and up-date organization charts.
- Issue salary certificates required for bank loan, experience certificates and NOC’s as per employee’s request.
- For relevant academic staff, liaise with the appointed training provider to ensure that all staff complete KHDA mandatory training courses and that certificates are available for KHDA inspection at any time.
- Maintain key HR ratios including staff turnover, number of disciplinary incidents, staff utilization, absenteeism trends and number of grievances raised.
- Provide support to the General Manager and Head of School in managing disciplinary issues and poor performance.
- Assist with administrative tasks assigned as and when reasonably required by management.
- Ensure School policies, procedures, and codes of conduct are always followed.

**General**:

- Embrace and encourage the ethos and standards of excellence as defined by the School Core Values.
- Play an active role in communi

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