HR Assistant

May 10, 2024
Application ends: July 10, 2024
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Job Description

HR Assistant – Immediate Start

Dubai, UAE


Job Description

GEMS World Academy-Dubai (GWA) is a private, co-educational IB World School for PreK to Grade 12 students. Established in 2008 as a member of GEMS Education, the Academy is authorised to deliver the PYP, MYP, DP and CP programmes (across 2 campuses), and is also accredited by the Council of International Schools (CIS) and the New England Association of Schools and Colleges (NEASC). We serve a multi-ethnic community in the heart of Dubai, with a student body drawn from over 100 countries. Non-selective, our ethos is grounded in the IB Learner Profile; we encourage intellectual curiosity, entrepreneurial spirit, and foster a real sense of communal endeavour. The Academy has gained national and international recognition for its work to improve outcomes for students, as well as its aspirational and inclusive vision. As a member of the GWA community you will have the opportunity to shape the future of the Academy whilst working alongside an exceptionally talented group of teachers and leaders.

GEMS World Academy-Dubai develops inquiring, reflective and caring learners who, through the rigour of the IB programmes, have the knowledge, skills and character to take action and create a better, more peaceful world. Supported by highly qualified staff in world-class facilities, our diverse international community is encouraged to develop intercultural understanding and respect. Our aim is to be a leading world-class IB school that maximises every student’s learning and character to enable them to choose their own successful path, and positively contribute to the local and global society.



The HR Assistant will provide the Academy with a comprehensive service that delivers HR best practice and commercially focused HR solutions that support the Academy in the delivery of its strategic objectives.

The HR Assistant will play a crucial role in supporting the HR Manager and ensuring the smooth and efficient operation of HR processes. You will be responsible for assisting with various administrative tasks and providing support across multiple areas of HR including recruitment, onboarding, employee relations and HR records management.

Key Responsibilities

Models and encourages a culture of kindness in support of the GWA core values
Manage HR Assistant responsibilities in compliance with policies, procedures and systems
Maintain utmost confidentiality and professionalism at all times
Coordinates the Teaching License process with HR Manager
Create employee files for all new hires following the standard guidelines set by GEMS.
Ensure all files are organised and contain all relevant information, and ensure documents are up-to-date at all times.
Ensure compliance with all HR systems to maintain employee records.
Administer, monitor and explain insurance benefits to employees, serve as liaison between employees and insurance carriers. Support employees with insurance related queries.
Produce NOCs, salary certificates and salary transfer letters as required in a timely manner.
Support ERP project team with input on HR systems, policies and requirements where required.
Track approval process for all processes wherever other department’s signatures are required.
Run reports from D365 as required by the HR Manager or other areas of the business.
Maintains staff leave records e.g. annual, medical, holiday and personal leave days for payroll and ensuring accurate data entry in the Phoenix HR platform
Attends HR related meetings and all staff meetings
Performs other duties as assigned by the HR Manager and CEO/Principal
Prepare documentation required by the HR Manager and CEO/Principal during recruitment processes.
Prepare the documents required for onboarding, including visa and labour card processing requirements in liaison with the GRO
Prepare the welcome pack for all new hires and liaise with the IT Department to prepare the access cards and laptop/desktop.
To initiate, lead by example and actively promote the Academy’s vision and values, including the development of a strong learning community whose members show high respect for others, for the diversity of the community and for the environment
Undertake personal development through training and other learning activities including performance management as required
Recognise own strengths and areas of expertise and use these to advise and support others
To be a positive role model for staff and students in dress and conduct within the Academy

Expected Qualifications and Experience:

Bachelor’s Degree Human Resources, Business Administration, or related field is mandatory and must be attested in country of study & UAE MOFA attestation
Prior experience in an HR administrative role in UAE is preferred.
Proficiency in Microsoft Office Suite and HRIS systems.
Strong organizational skills with a keen attention to detail.
Excellent communication and interpersonal skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Proactive attitude with a willingness to learn and adapt in a fast-paced environment