Human Resources Administrator - Internship

CEVA Logistics provides global supply chain solutions to connect people, products and providers all around the world. Present in 170 countries and with more than 110,000 employees spread over 1,500 sites, we are well on our way to achieving our vision: to be a Top 5 global 3PL. We believe that our employees are the key to our success. We want to engage and empower our diverse, global team to co-create value with our customers through our solutions in contract logistics and air, ocean, ground, and finished vehicle transport. That is why CEVA Logistics offers a dynamic and exceptional work environment that fosters personal growth, innovation, and continuous improvement. At CEVA Logistics, we Rise in Motion. Your career is always on the move, growing as fast and as far as your ambition takes you. Join a global team of nearly 200 nationalities, shaping the future of global trade, moving essential goods, forging new paths, and pushing boundaries to serve an ever-changing world. The pace is fast, the challenges are real, but the rewards are greater: growth, purpose, and the chance to make a meaningful impact. This is more than a job. It’s a journey on which you rise. HR Administrator - Internship (06 Months) Purpose of the job The HR Administrator will provide centralized administrative and government-relations support for employees and businesses across the UAE. The role will ensure timely, accurate and well-controlled processing of employee documentation, government authority transactions, visa and employment contract administration, Temporary Identity Cards (TICs), renewals and related HR administrative activities. The position is primarily an administrative and coordination role rather than a traditional PRO role. The successful candidate will be expected to work proactively through relevant government and free-zone portals, maintain accurate trackers, anticipate upcoming requirements and ensure transactions are completed within required timelines. The role will work under the direction and governance of the responsible HR lead and may also provide administrative support to Legal and other functions for trade-license and related authority requirements. Key Responsabilities Government Relations & Authority Administration • Support HR-related transactions across relevant UAE government and free-zone authorities, including JAFZA, DAFZA, Dubai, DWC and Abu Dhabi authorities, as well as any future requirements in other Emirates • Process and follow up on employment visa, residence, employment contract, establishment card and related government documentation • Manage administrative processing of new applications, renewals, amendments and cancellations through relevant authority portals • Ensure all transactions are completed within established timelines and in accordance with authority requirements • Coordinate medical examinations, Emirates ID requirements and other supporting steps associated with employee visa/residency processes • Liaise with external PRO/government-relations agencies where physical representation or specialist support is required • Maintain appropriate records of authority correspondence, approvals and completed transactions Temporary Identity Cards / Agency Workforce • Coordinate and process TICs and/or relevant access documentation for temporary and agency employees working within company premises • Manage new applications and recurring renewals for the temporary workforce • Coordinate required documentation with manpower agencies, employees and internal stakeholders • Maintain an accurate tracker of issuance and expiry dates and initiate renewals sufficiently in advance Visa & Employment Contract Administration • Maintain centralized tracking of UAE employee visa, residence and employment contract expiry dates • Initiate renewals proactively and ensure required approvals and documentation are obtained • Ensure that visa and employment contract renewals are separately monitored where required by the relevant authority • Support contract amendments and cancellations as required • Escalate potential delays, compliance gaps or upcoming expirations to the responsible HR lead before they become critical HR Administration & Documentation • Provide day-to-day administrative support to the UAE HR team. • Prepare, upload and maintain employee documentation within relevant HR and government systems. • Maintain accurate electronic records and trackers • Support preparation of standard HR letters, forms and administrative documentation • Ensure appropriate filing, confidentiality and document-retention standards • Support HR audits by providing required documentation and transaction records. • Assist with high-volume administrative activities and projects as required. Trade License & Legal Administrative Support • Where required and agreed with Legal: • Provide administrative support for UAE trade-license renewals and related documentation. • Maintain trackers for relevant license and authority expiry dates. • Coordinate documentation and administrative follow-up with Legal, Finance and other stakeholders • Support submission and tracking of authority applications • Escalate upcoming deadlines or documentation gaps to the relevant accountable function. • Accountability for legal interpretation, compliance decisions and approval remains with the relevant Legal or functional owner. Tracking, Controls & Compliance • Maintain accurate and up-to-date trackers for visas, contracts, TICs and other government-related requirements • Establish proactive reminders sufficiently ahead of expiry dates • Conduct regular checks to ensure no employee documentation has expired or is approaching expiry without action. • Immediately escalate potential fines, penalties, compliance issues or processing delays. • Support periodic reconciliation between HR records, authority portals and employee documentation. • Provide regular status reporting on pending, completed and upcoming transactions • Identify repetitive administrative processes that could be simplified or automated Skills, Knowledge And Experience • Bachelor’s degree in human resources, Business Administration, Management, or a related field. • Previous experience in HR administration, government relations, employee services or a similar administrative role in the UAE would be an added advantage. • Knowledge of UAE employment and government-related administrative processes is strongly preferred. • Experience working with UAE government/free-zone portals would be an advantage. • Strong organizational and administrative skills. • Excellent attention to detail and ability to manage high-volume transactions. • Strong tracking and follow-up capability. • Ability to prioritize multiple deadlines and work proactively rather than reactively. • High level of confidentiality, integrity and trustworthiness. • Comfortable using digital systems, online portals, Microsoft Office and AI/productivity tools. • Operating in both a team and individual contributor environment. • Comm

Bachelor’s degree in human resources, Business Administration, Management, or a related field. Previous experience in HR administration, government relations, employee services or a similar administrative role in the UAE would be an added advantage. Knowledge of UAE employment and government-related administrative processes is strongly preferred. Experience working with UAE government/free-zone portals would be an advantage.

Government Relations & Authority Administration: Support HR-related transactions across UAE government and free-zone authorities (JAFZA, DAFZA, Dubai, DWC, Abu Dhabi authorities) and any future requirements; process and follow up on employment visa, residence, employment contract, establishment card and related government documentation; manage administrative processing of new applications, renewals, amendments and cancellations; ensure timely completion of transactions; coordinate medical exams, Emirates ID requirements and other steps; liaise with external PRO/government-relations agencies; maintain records of correspondence and completed transactions. Temporary Identity Cards / Agency Workforce: Coordinate and process TICs and other access documentation for temporary/agency employees; manage new applications and renewals; coordinate documentation with manpower agencies, employees and internal stakeholders; maintain tracker of issuance and expiry dates. Visa & Employment Contract Administration: Maintain centralized tracking of visa, residence and contract expiry dates; initiate renewals proactively; ensure required approvals and documentation; monitor renewals as required by authorities; support amendments and cancellations; escalate delays or compliance gaps. HR Administration & Documentation: Provide day-to-day administrative support to UAE HR team; prepare, upload and maintain employee documentation; maintain electronic records and trackers; support preparation of standard HR letters and forms; ensure filing, confidentiality and retention standards; support HR audits with required documentation; assist with high-volume administrative activities and projects. Trade License & Legal Administrative Support: Provide administrative support for UAE trade-license renewals and related documentation; maintain trackers for license expiry; coordinate documentation with Legal, Finance and stakeholders; support submission and tracking of authority applications; escalate deadlines or gaps; note that accountability for legal interpretation and approvals remains with Legal/owner. Tracking, Controls & Compliance: Maintain trackers for visas, contracts, TICs and other government requirements; establish reminders ahead of expiry; perform periodic checks to prevent expired documents; escalate fines, compliance issues or delays; support reconciliation between HR records and authority portals; provide status reporting; identify processes that could be automated.