Human Resources Administrative Officer

Job Description

Job Purpose

To provide comprehensive administrative and operational support to the Human Resources function by managing employee records, attendance reporting, centralized HR documentation, learning administration, and job description processes, ensuring accuracy, compliance, and effective coordination to support efficient workforce operations.

Roles, Responsibilities, Duties

HR Administration & Employee Records

• Maintain accurate, confidential employee records, personnel files, and HR databases in line with organizational standards as required.
• Ensure professional staff records are aligned with SAP payroll data.
• Maintain organized, centralized documentation for training programs, Emiratization compliance, online learning platforms, and performance management processes.
• Regularly review and update records to reflect policy or regulatory changes.
• Ensure all documentation and company forms are version-controlled and securely maintained.
• Create and amend all company forms as and when required.

Attendance & Workforce Reporting

• Monitor daily attendance and leave records, and resolve discrepancies with departments heads and employees directly
• Generate attendance summaries and submit weekly consolidated reports to the HR Manager for management review.
• Monthly attendance reports to be submitted to the HRM in the first week of every month.

Learning & Development Administration

• Administer learning activities across LinkedIn Learning and other approved platforms, ensuring smooth coordination and participation.
• Track enrollments and completion status to support compliance with mandatory training requirements.
• Maintain accurate learning records and prepare periodic reports for monitoring and planning.
• Partner with the Marketing team to support clear and timely training communications is shared with all as per deadlines
• Coordinate with department heads and line managers to confirm participant nominations and training alignment for all training courses on monthly basis
• Build a relationship with the external training institute representatives in order to coordinate and ensure all training is completed smoothly
• Inform HRM of any issues being faced with training online or in person
• Ensuring all training / meeting rooms are booked and confirmed with reception a month in advance ensure training commences on time without delay
• All training communication should be shared at least two weeks prior by obtaining confirmation from managers and employees.

Job Description Management

• Develop and update Job Descriptions aligned with recruitment guidelines and HR standards.
• Coordinate with department heads, respective line managers and our recruitment department to ensure clarity of responsibilities and competencies.
• Maintain accessible soft copies for reference and version control.
• All JDs should be shared with the correct folders

Interdepartmental Coordination

• Liaise with Finance on training-related invoice processing, ensuring all training payments are processed and paid in a timely manner
• Coordinate with external training providers for scheduling, logistics, and feedback from employees
• Support cross-department communication to ensure smooth HR operations.

Reporting & HR Support

• Prepare HR reports related to attendance, learning progress, and documentation tracking.
• Provide administrative support for HR initiatives and operational activities.

Education & Qualification:

• Bachelor’s degree in human resources, Business Administration, or a related field.
• Working knowledge of HR administration, attendance systems, and digital learning platforms.
• HR certification (e.g., SHRM or CIPD) is an advantage.

Experience and Skills:

• Industry Experience (No. of years):

1–3 years in an HR or administrative environment.

• Position/functional experience (No. of years):

1–2 years in HR administration, including attendance, learning coordination, and HR documentation.

Competencies and Skills:

• HR processes, records, compliance
• Attendance systems, HR databases
• Digital learning, documentation

Management

• Organized, detail-oriented, confidential
• Communication, cross-department coordination
• Analytical, reporting skills
• MS Office proficient