Human Resources Administrator

About the Art Dubai Group Art Dubai Group is a public-private partnership with Dubai International Financial Centre (DIFC) founded in 2007 and has grown to become the most experienced cultural programming company in the Gulf. Comprising more than 30 initiatives, including the region’s leading art and design fairs and festivals, it is a provider of industry expertise to the business and government sectors, alongside year-round commissioning and professional development programmes. The group’s flagship initiatives include Art Dubai Fair, the cornerstone art fair in the region, and Art Dubai Projects, a cultural innovation and development practice; Dubai Design Week, the region’s leading design festival; Downtown Design, the leading fair for contemporary and quality design in the Middle East; and Prototypes for Humanity, the world’s largest and most diverse assembly of academics addressing social and environmental challenges. About the Role The HR Administrator supports day to day HR across Art Dubai Group, covering Art Dubai, Downtown Design, Dubai Design Week and Prototypes for Humanity. The role manages onboarding, off boarding, employee records in Bayzat, visa administration and medical insurance, and supports the Head of Operations on payroll inputs and employee relations. It works closely with Directors, Finance, and external providers including d3 and AXS. This is a hands on role across four brands, and your key responsibilities will include: 1. Recruitment and Talent Acquisition • Manage full cycle recruitment, including posting roles, sourcing candidates and supporting interviews. • Partner with Directors and hiring managers to confirm business need, budget, reporting line and job description before recruitment begins, with final approval from the CEO. • Maintain a live recruitment tracker covering stage, candidate, hiring manager and next action for all open roles ensuring regular updates to recruiting managers. • Manage job advertising and candidate management through LinkedIn Recruiter Lite. 2. Onboarding and Probation • Coordinate onboarding for new hires from offer acceptance through documentation, visa and insurance set up, payroll inputs and induction. • Track incoming employees through to completed onboarding, working with the relevant manager and functions. • Maintain the starters, leavers and movers spreadsheet ensuring timely communication with relevant departments. • Proactively track probation end dates and follow up with managers to confirm outcomes. • Maintain and issue onboarding checklists and templates. 3. Employment Contracts and Personnel Records • Prepare and manage employment agreements, Schedule 1 role terms and confidentiality documentation for all employees. • Maintain complete and compliant personnel files, including labour card, passport copy, Emirates ID, residence visa, health insurance, and attested certificates where applicable. • Maintain the HR Master Tracker and Key Contacts List and keep employment contract templates and personnel files centrally stored and clearly labelled. • HR Systems and Administration (Bayzat and AXS) • Administer Bayzat as the Group's core HRIS, maintaining employee profiles, documents, leave and attendance. • Act as the main point of contact for Bayzat reporting requests and platform issues, escalating to the account manager where required. • Maintain supplementary trackers where Bayzat reporting is not sufficient for management needs. • Manage visa and immigration processes through AXS, including applications, renewals and cancellations, tracking each case by service request number, status, next action and deadline. • Maintain written records of d3 parking administration and coordinate with Finance team and AXS to arrange parking access for employees. 5. Medical Insurance Administration • Coordinate employee medical insurance additions, removals and queries with the broker, Bayzat, and the provider. • Maintain a consolidated census of covered employees and dependants, including team members excluded from company cover. • Lead the annual medical insurance renewal, including review of broker proposals, comparison of benefits, network coverage and pricing, review of employee feedback, provider selection, onboarding documentation, internal approval and implementation. 6. Leave and Attendance • Administer annual, sick, maternity, compassionate, days in lieu and Hajj leave in accordance with policy and UAE labour law, working with Reception on the back up attendance sheet. • Support line managers with leave approvals through Bayzat and handle exceptional cases, escalating to the Head of Operations/CEO where necessary. • Clarify and apply approval routes for exceptional working arrangements • Reinforce timely leave submission by employees and managers, and provide attendance and leave reporting as required. 7. Payroll and Compensation • Provide employee and compensation inputs required for monthly payroll, working with Finance deadlines. • Coordinate final settlement calculations for approval by Head of Operations, including salary, leave encashment, end of service gratuity and any approved additional payments. • Submit deductions and reimbursements to Finance ahead of each payroll run, and maintain the parking allocation tracking sheet. 8. Performance Management and Development • Support the Head of Operations on the Performance Management Cycle. • Support documentation of development discussions, performance improvement actions and next steps, and maintain performance review files. 9. Consultants and Freelancers • Maintain a single Group wide master list of consultants and freelancers, covering engagement terms, cost, duration, scope and operational owner. • Flag upcoming expiries and notice periods, and confirm the operational manager and agreement status for each engagement. 10. Offboarding • Manage employee departures end to end, including resignation or redundancy documentation, final settlement, visa cancellation, insurance removal, and coordination of system and equipment access with relevant teams. • Maintain a live offboarding tracker covering last working day, contract end date, settlement status, visa and insurance status and next action for each leaver. • Ensure final documents and any leadership approved exceptions are properly filed. 11. Policies and Compliance • Utilise and advise on the existing policies in the Employee Handbook, Expense Policy and Travel Policy, reviewing and updating them as processes change or UAE labour law is amended. • Act as the primary point of contact for employee related legal and regulatory compliance matters, including liaison with AXS and d3. What we are looking for • Experience using an HRIS (Bayzat is an advantage) and maintaining accurate trackers and records. • Strong organisation, attention to detail and discretion when handling confidential employee information.

The HR Administrator supports day to day HR across Art Dubai Group, covering Art Dubai, Downtown Design, Dubai Design Week and Prototypes for Humanity. The role manages onboarding, off boarding, employee records in Bayzat, visa administration and medical insurance, and supports the Head of Operations on payroll inputs and employee relations. It works closely with Directors, Finance, and external providers including d3 and AXS. This is a hands on role across four brands, and your key responsibilities will include: 1) Recruitment and Talent Acquisition: Manage full cycle recruitment, including posting roles, sourcing candidates and supporting interviews; Partner with Directors and hiring managers to confirm business need, budget, reporting line and job description before recruitment begins, with final approval from the CEO; Maintain a live recruitment tracker covering stage, candidate, hiring manager and next action for all open roles ensuring regular updates to recruiting managers; Manage job advertising and candidate management through LinkedIn Recruiter Lite. 2) Onboarding and Probation: Coordinate onboarding for new hires from offer acceptance through documentation, visa and insurance set up, payroll inputs and induction; Track incoming employees through to completed onboarding, working with the relevant manager and functions; Maintain the starters, leavers and movers spreadsheet ensuring timely communication with relevant departments; Proactively track probation end dates and follow up with managers to confirm outcomes; Maintain and issue onboarding checklists and templates. 3) Employment Contracts and Personnel Records: Prepare and manage employment agreements, Schedule 1 role terms and confidentiality documentation for all employees; Maintain complete and compliant personnel files, including labour card, passport copy, Emirates ID, residence visa, health insurance, and attested certificates where applicable; Maintain the HR Master Tracker and Key Contacts List and keep employment contract templates and personnel files centrally stored and clearly labelled; HR Systems and Administration (Bayzat and AXS); Administer Bayzat as the Group's core HRIS, maintaining employee profiles, documents, leave and attendance; Act as the main point of contact for Bayzat reporting requests and platform issues, escalating to the account manager where required; Maintain supplementary trackers where Bayzat reporting is not sufficient for management needs; Manage visa and immigration processes through AXS, including applications, renewals and cancellations, tracking each case by service request number, status, next action and deadline; Maintain written records of d3 parking administration and coordinate with Finance team and AXS to arrange parking access for employees. 5) Medical Insurance Administration: Coordinate employee medical insurance additions, removals and queries with the broker, Bayzat, and the provider; Maintain a consolidated census of covered employees and dependants, including team members excluded from company cover; Lead the annual medical insurance renewal, including review of broker proposals, comparison of benefits, network coverage and pricing, review of employee feedback, provider selection, onboarding documentation, internal approval and implementation. 6) Leave and Attendance: Administer annual, sick, maternity, compassionate, days in lieu and Hajj leave in accordance with policy and UAE labour law, working with Reception on the back up attendance sheet; Support line managers with leave approvals through Bayzat and handle exceptional cases, escalating to the Head of Operations/CEO where necessary; Clarify and apply approval routes for exceptional working arrangements; Reinforce timely leave submission by employees and managers, and provide attendance and leave reporting as required. 7) Payroll and Compensation: Provide employee and compensation inputs required for monthly payroll, working with Finance deadlines; Coordinate final settlement calculations for approval by Head of Operations, including salary, leave encashment, end of service gratuity and any approved additional payments; Submit deductions and reimbursements to Finance ahead of each payroll run, and maintain the parking allocation tracking sheet. 8) Performance Management and Development: Support the Head of Operations on the Performance Management Cycle; Support documentation of development discussions, performance improvement actions and next steps, and maintain performance review files. 9) Consultants and Freelancers: Maintain a single Group wide master list of consultants and freelancers, covering engagement terms, cost, duration, scope and operational owner; Flag upcoming expiries and notice periods, and confirm the operational manager and agreement status for each engagement. 10) Offboarding: Manage employee departures end to end, including resignation or redundancy documentation, final settlement, visa cancellation, insurance removal, and coordination of system and equipment access with relevant teams; Maintain a live offboarding tracker covering last working day, contract end date, settlement status, visa and insurance status and next action for each leaver; Ensure final documents and any leadership approved exceptions are properly filed. 11) Policies and Compliance: Utilise and advise on the existing policies in the Employee Handbook, Expense Policy and Travel Policy, reviewing and updating them as processes change or UAE labour law is amended; Act as the primary point of contact for employee related legal and regulatory compliance matters, including liaison with AXS and d3. What we are looking for: Experience using an HRIS (Bayzat is an advantage) and maintaining accurate trackers and records; Strong organisation, attention to detail and discretion when handling confidential employee information.