Executive Secretary for a New Technical School

3 weeks ago

AlAyn, United Arab Emirates Gulf Education Full time

**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 logístical 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
- Ensuring that staff performance evaluation forms are prepared for all departments. Monitoring and tracking the accuracy of staff evaluations and progress.
- 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.

**Salary**: Up to AED10,000.00 per month

Ability to commute/relocate:

- Al-Ayn: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- Are you able to start immediately?
- Are you able to start as soon as possible?

**Language**:

- Arabic (required)

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