Office and HR Manager
International Federation of Red Cross and Red Crescent Societies
Total years of experience :11 years, 3 Months
Office Management
• Maintain inventory list of all Office Contracts/Agreements, MoU, Licenses, ID cards, Visas with expiration dates and action timely reminder for renewals to relevant departments or employees. In addition to inventories of office property, label items, perform at least once a year physical check and document the same. Maintain list of furniture and stuff with handed over condition, that belong to the landlords in delegates apartments.
• Procurement of products, services, and framework agreements with local suppliers such as for staff health insurance, travel agency, outsourced IT services, outsourced HR services, outsourced warehouse manpower supply, office stationeries, air tickets, hotel accommodations, ...etc. is done in consistent and long-term approach with setting of oneyear agreements in accordance with the procurement manual and following the approval
matrix.
• Prepare and acquire feedback from staff for various internal surveys such as staff satisfaction surveys, health insurance …etc. Review the results and prepare action points and suggested changes for the management review.
• Report and consolidate weekly, and monthly reports received from other business units.
• Line manage and supervise administration staff based on the standard Federation policies, procedures and principles to ensure smooth run of the office including performance evaluation and making recommendations for staff development.
• Organize and administrate travel arrangements including the accommodation, visas and flights for Federation delegates, trainees, and visitors bearing in mind optimization in the process in terms of delivery speed and cost.
• Develop and manage a professional Welcome Service unit, co-ordinate visits, briefings and debriefings, prepare schedules, agendas and arrangements as needed. Ensure quality content of briefing materials such as briefing agenda and welcome package.
• Requests for entry visas and extensions are done in due time, through relevant channels. Communication with MoFA when requested, registered and filed under relevant category of file.
• Assist in the planning and preparation of meetings, visits, conferences etc.
• Organize and coordinate meetings with local authorities and other diplomatic organizations.
Human Resources
• Supporting operations with international recruitment with the complete recruitment process for various operations at times of emergency responses and surge recruitments for short-term/long-term missions.
• Perform the HR function of recruitment & selection.
• Preparation of offers letters, employment contracts, and onboarding.
• Manage and administer the entire recruitment & selection process for all national staff in Dubai Office positions and support in recruitment process for international staff, staff on loan, interns and consultants while maintaining diversity, universality, and inclusion dynamics of the staff.
• Create and maintain updated policies and procedures of Dubai office including the Staff Regulations, Administration Procedures, Security Regulations, Roles Matrix, risk register, Housing Guidelines, decision papers, organization charts and create and update any other policies as and when required and ensure staff compliance.
• Timely Compilation and filing of the annual performance reviews for all locally hired staff and thereafter prepare the extension employee contracts accordingly.
• Manage the needs for staff training and development that aligns with the staff and organization’s development plans.
• Compile, evaluate and monitor the monthly payroll for national staff and the end of service benefits for existing staff.
• Securely maintain and manage accurate and updated HR personnel files. Support Head of Office in all HR related matters and legal cases by coordinating with relevant departments both internally and externally. Personally assist the Head of office in all other administrative matters.
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