AHEMED N. T

HR Administration:

• Preparing and issuing employment contracts for employees.
• Employee document verification
• Coordination of employee onboarding formalities
• Managing internal and external documentation formalities for issuing employment visa for employees
• Ownership of the process of tracking and timely renewal of Employment Visas for UAE employees.
• Staff Bank Account Opening for WPS Documentation as per Current Customs Rules & Regulation for International & GCC
• Posting the documents such as, invoices, receipts, payment vouchers, bills etc. in to the system
• Managing company drivers and their daily activity report
• Timesheet verification of drivers and other support staffs
• Petty cash management for HR department
• Preparing final settlement of leavers and coordinating further with the Finance department

Immigration and Employee Mobility:

• Ensuring and processing all types of applications and paperwork to the local government bodies, including but not limited to visit visas, employment or residence visas, Trade License, labor permits (six months and two years)
• Collecting and organizing all appropriate documentation necessary for visa and permits required to be processed
• Responding to staff queries on Visa/ Labor/ Passport related matters
• Ensure all visas, medical and labor permits are up to date and arranging them for timely renewal
• Ensuring and processing all types of applications and paperwork to the local government bodies, including but not limited to the renewal of rental contracts in different emirates

New Office Setup:

• Assisting and completing the procedure for the setting of new company under the Dubai Economic Department and other Govt entities along with the
• Liaise with vendors for furniture, IT equipment, security systems, and other office essentials.
• Collaborate with relevant departments to design an efficient office layout that meets organizational needs.
• Ensure that the office setup complies with local regulations, including health and safety codes.
• Coordinate the setup of internet, phone lines, and IT infrastructure in collaboration with the IT department.
• Oversee the procurement of office supplies, ensuring the workspace is fully equipped.
• Arrange for office signage and branding materials to create a professional environment.
• Support the smooth transition of employees to the new office, including setting up workstations and providing any required orientation

Company Assets Management and Internal Auditing:

• Maintain an accurate inventory of office assets, including IT equipment, furniture, and other office supplies.
• Implement a tracking system for assets, including labeling and documenting each item to prevent loss or misuse.
• Schedule regular maintenance and coordinate repairs of office assets to ensure they remain in good working condition.
• Manage the disposal or replacement of outdated or damaged assets in an environmentally responsible way.
• Track and manage expenses related to asset procurement, repairs, and maintenance within the approved budget.
• Conduct periodic audits of office assets and prepare reports on asset status, usage, and any discrepancies.

Company Vehicle Management:

• Oversee the allocation and management of company vehicles, ensuring they are appropriately assigned based on organizational needs.
• Arrange for regular maintenance, servicing, and inspections to keep vehicles in safe and reliable condition.
• Ensure that all company vehicles have valid insurance and comply with local transportation regulations.
• Monitor fuel usage and other vehicle expenses, implementing cost-saving measures where possible.
• Maintain records of authorized drivers and organize safety training to promote responsible vehicle usage.
• Coordinate the disposal or sale of old vehicles and assist in acquiring new vehicles as needed.

• Ensuring and processing all types of applications and paperwork to the local government bodies, including but not limited to visit visas, employment or residence visas, Trade License, labor permits
• Collecting and organizing all appropriate documentation necessary for visa and permits required to be processed
• Responding to staff queries on Visa/ Labor/ Passport related matters
• Ensure all visas, medical and labor permits are up to date and arranging them for timely renewal
• Responding queries about company setup under Dubai Economic Department and other related Gov Department
• Assisting and completing the procedure for the setting of new company under the Dubai Economic Department and other Govt Department
• Preparing staff Employment Agreement
• Doing all paper works for issuing Company Visa for staffs
• Checking the expiries of Staff Visa
• Company Bank Account related all correspondence
• Staff Bank Account Opening for WPS Documentation as per Current Customs Rules & Regulation for International & GCC
• Posting the documents such as, invoices, receipts, payment vouchers, bills etc in to the system
• Verification of all the documents, Date wise sorting and filing of the same
• Performs general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing
• Liaise with executive and senior administrative assistants to handle requests and queries from senior manager