The posting
1.1 Job Scope Summary
The PRO is responsible to coordinate, liaise, and a key interface to communicate between the company and government authorities/organizations, handles legal paperwork and documentation of the company, including but not limited to government related tasks such as employee, and employer’s visa services, Employment Permits, Entry Visas, Medical Examinations, and various tasks related to Immigration, Ministry of Labor & Consulates, company trade license renewal and implementation of government mandates adhering to the regular amendments in rules and regulations within very short notices.
1.2 Job Responsibilities
Legal documentations and visa processes
- Obtain and submit new employment visas / work permits for all employees
- Submit documents for Commercial and Trade Licenses business requirements
- Submit documents to the Post Office Or Labor office – Visa submission
- Responsible to provide documents to Typing center
- Responsible in payment processes such as paying Labor Office Fees / Change Of status Fees / Transfer Visa Fees / Relative Labor Card Fees/ Paying Bank Guarantees
- Provide advise to the management of the best alternative work permit activities for staff in the processing of Visas
- Follow up in obtaining the Labor Office Approval
- Typing and processing Labor Card & Labor Contract application
- Monitor and renew employee residence visa permits
- Follow up to obtain change status for cancelled employees who will stay in country
- Facilitate complex medical / police procedures on event of death of any employee
- Monitor, administer and renew companies’ licenses, certificates and rent and tax remittances with various UAE government authorities, Economic Department, Municipality, Chamber of Commerce and Ministry of Finance & Industries etc.
Administration and Advisor
- Assist and coordinates logistics work from application to payment of Etisalat, Dewa and other utilities
- Liaise with UAE immigration department for all visa services related
- Provide expert advice to business and employees on all visa formalities and all other government related procedures
- Provide insight on new practical processes within the government authorities
- Provide continuous advice in regards to the new rules in the governmental departments
- Provide continuous update in regards to the developing the visa process and facilitating with the governmental departments
- Record Management – update visa administration information
- Provide Visa Case Study on every visa type individually
- Assist in logistics work related to worker’s accommodation
- Driving responsibilities such as picking up the workers from airport to the site or vice versa
- Prepares Monthly/ Quarterly Visa Cost Report to the Finance/HR Admin Manager or as when requested
- Record keeping & Monitoring of all application and numbers for the visa
- Coordinate to the HR Admin Assistant in advising and scheduling Medical Tests for new staff.
- Accountable in maintaining accurate records (hard copies and soft copies on the HRM database) for all the personnel visa services
The above job duties and responsibilities are intended to describe the general nature of the work and are not intended to be an inclusive list of all responsibilities. Duties and responsibilities may change or vary depending on the specific needs of the business.
1.3 Educational/Professional Qualifications/Training Certifications
- Bachelor’s degree or equivalent
1.4 Job Experience
- Minimum of 5-7 years of experience with demonstrable knowledge of all PRO functions in UAE
- Atleast 5 years PRO functions in medium-sized company
- Must have good contacts with the Government Departments/Authorities
- Understanding the Labor Laws and mandatory required an English and Arabic speaker
- Start-up experience is preferred
1.5 Core Competencies
- Communication: Communicate clearly to all staff members in any visa and government related changes, and the ability to write clear reports, and business correspondence.
- Safety Focus: Complies with all the health and safety regulations, and performs work in a safe manner and organizes its own personal workspace to minimize the likelihood of an accident or other unsafe situation.
- Organization & Administrative Skills: Ability to manage multiple tasks, planning, resourcing, organizing, negotiating, and prioritizing accordingly.
- Analytical Thinking: Ability to summarize data logically, rationally, and accurately. And understanding ideas, distinguishing main issue from side issues, seeking connections between facts.
- Accountability: Demonstrate sense of responsibility and ownership of own actions, own assigned objectives, activities and processes.
- Adaptability: Demonstrate reliability, high ability to work under pressure, social competency, ability to manage conflict, assertiveness and service oriented. Familiarize self with new knowledge, duties and working method arising from change.
- Socials Skills/Team Work: Shows the ability and desire to work co-operatively with colleagues from different cultures and background. Encourage and build positive working relationships between the company and government authorities/external organizations.
1.6 Additional required job skills and competencies
- Valid UAE Driving license is mandatory required
- Emirati National is preferred
- Willingness to work in a fast paced and challenging environment
- Strong technical skills, including proficient in all software packages (Word, Excel, PowerPoint)
- High level of interpersonal skills to work effectively, particularly with local government bodies
- Strong organizational skills together with the ability to prioritize
- Understanding of the importance of Internal and Customer Service
- People Administration experience
