Coordinator HR PRO (UAE National) 1

at  Adidas

Purpose & Overall Relevance for the Organization:
To coordinate and manage all processes related to labour and immigration formalities, applications/renewals for all full time, temporary and part time employees within adidas Emerging Markets LLC ensuring all legal systems and records are updated in a timely manner without fines or penalties, and ensuring that the Company is abiding with local laws and regulations.

Key Responsibilities:

• To process, distribute and manage the visa applications, visa renewals, medical reports, passport expiries and transfer processes of all visa and immigration applications.
• Process all applications through the relevant systems for labour contracts, medical tests, Emirates ID, and immigration, via the authorised government systems and centres.
• Prepare all expense reports and ensure that funds are available for all new applications.
• Ensuring all records for the company on the Labour system are up to date and within the quota.
• Coordinate/Partner with PRO Service Provider and track daily progress of applications to ensure completion.
• Collect and provide periodical updates from the government authorities on all Labour and immigration rules to keep the HR department abreast of the changes in the rules and procedures.
• Maintain the HR employee records by tracking employee labour contracts, visa and passport expiries and communicate the same to the employee to prepare timely renewals.
• Maintain all labour contracts, Emirates ID, passport with visa copies, photos, and certificates on the HR network and employee files.
• Provide general PRO support to departments for any activity involving the local authorities.
• Process police permissions, NOC and other government required documents.
• Arrange attestation requisites from Government offices.
• Deal with general enquires regarding PRO functions promptly and efficiently enhance the level of department service.
• Be the point of contact internally for employees for all visa and labour related formalities.
• Utilise available resources in an efficient and effective manner to decrease process time and fees.
• Provide administration support to the HR department as needed.
• Always maintain confidentiality and security of company and employee documents.
• Ad-hoc support to the HR Management team as required.

KPI’s:

• Processing time of applications
• Accuracy of applications
• Maintenance of employee files

Key Relationships:

• Local (Internal): All Employees, HR, Facilities & Services, Retail Back Office, Retail Stores, Finance & Marketing.
• Local (External): Government Authorities and Typing Centres.
• PRO Service Providers

Knowledge, Skills and Abilities:

• UAE Local laws, regulations and procedures.
• MS office: Excel and MS outlook are a must.
• Experience in using government online application systems.
• Strong organizational and time management skills.
• Customer oriented, approachable and strong interpersonal skills.
• Strong written and verbal communication skills in both English and Arabic.
• Fluency in English – and preferably Arabic
• Relationship building

Requisite Education and Experience / Minimum Qualifications:

• Diploma or equivalent.
• 3 years of overall work experience in dealing with the local authorities and public sector.
• Own car and driving license.

• To process, distribute and manage the visa applications, visa renewals, medical reports, passport expiries and transfer processes of all visa and immigration applications.
• Process all applications through the relevant systems for labour contracts, medical tests, Emirates ID, and immigration, via the authorised government systems and centres.
• Prepare all expense reports and ensure that funds are available for all new applications.
• Ensuring all records for the company on the Labour system are up to date and within the quota.
• Coordinate/Partner with PRO Service Provider and track daily progress of applications to ensure completion.
• Collect and provide periodical updates from the government authorities on all Labour and immigration rules to keep the HR department abreast of the changes in the rules and procedures.
• Maintain the HR employee records by tracking employee labour contracts, visa and passport expiries and communicate the same to the employee to prepare timely renewals.
• Maintain all labour contracts, Emirates ID, passport with visa copies, photos, and certificates on the HR network and employee files.
• Provide general PRO support to departments for any activity involving the local authorities.
• Process police permissions, NOC and other government required documents.
• Arrange attestation requisites from Government offices.
• Deal with general enquires regarding PRO functions promptly and efficiently enhance the level of department service.
• Be the point of contact internally for employees for all visa and labour related formalities.
• Utilise available resources in an efficient and effective manner to decrease process time and fees.
• Provide administration support to the HR department as needed.
• Always maintain confidentiality and security of company and employee documents.
• Ad-hoc support to the HR Management team as required