Human Resources and Administration Affairs Officer
Hayat Universal School (HUBS), Qatar

Position Details

Position Title : HR and Administration Affairs Officer

Employment Status : Full Time

Annual Vacation : 40 Days

Contract Type : Open

Benefits: End of service benefit

Probation Period : 6 months

Reports To : Vice Principal, but provides support to other members of the school administration team, as required.

Positions Supervised : None

Location : Hayat Universal School Doha (Al-Thumaid, near Al Wajba)

Main Responsibilities

1. Provides high level administrative assistance for school executives, in the areas of HR and administration affairs, involving proactively thinking, planning, organizing, coordinating and decision making to minimize the demands of their administrative roles so that they are able to focus on the educational management of the school.
2. Projects a professional, caring and responsive image about the school to various internal and external parties.
3. Implements the school policies and procedures in relation to Human Resources and school administration in a manner that serves the school objectives primary of which is attracting and maintaining high caliber teaching and administrative support staff, and complying with government regulations and policies.
4. Maintains the confidentiality of all matters related to HR and school administration affairs and actively helps develop an attitude of teamwork among school staff, the integration of teaching and administrative staff and the promotion of positive morale within the school.

Main Duties:

A. HR Duties

1. Helps in preparing and printing staff contracts, letters of job offer and letters of intent for renewing annual contracts.
2. Follows up with staff to collect the required documents for arranging visas and residencies. Arranges visas, residencies including any required travel arrangements for staff and their dependents, booking for medicals, getting employment contracts endorsed by the required government ministries.
3. Follows up with staff to arrange work permits for those who are recruited locally and have dependent residency, or other types of residency. Arranges the work permits or deputization from sponsors.
4. Monitors the expiry dates of visit visas, residencies and work permits for staff and their families to make sure all required arrangements are made before the expiry dates.
5. Issues Exit Permits for staff in a timely manner according to their needs.
6. Maintains staff attendance on daily basis using systems in place for this purpose (finger printing) and official forms, monitors absenteeism, processes all types of leave requests and approvals, prepares reports on attendance as required, prepares staff monthly and summer payroll.
7. Helps in finding staff housing and works on preparing staff apartments before their arrival. Ensures staff accommodation is well-maintained by promptly responding to their requests. Visits teacher apartments to check on maintenance requirements if such a visit is approved by the concerned teacher.
8. Makes all the arrangements for helping international staff smoothly move to Qatar, including collecting required documents, answering questions, making travel arrangements, and arrangements for meeting them at the airport and taking them to their apartments.
9. Maintains staff files, follows the specified file organization, ensures all documents are filed and are up to date.
10. Maintains and updates staff information database and staff directory.
11. Assists in following up on teacher certification by sending them reminders and following up with the BC Ministry of Education if requested.
12. Helps in staff recruitment by assisting in preparing ads, initial screening of CVs, scheduling interviews, communicating with candidates and helps in interviewing applicants.

• Composes various letters related to HR and personnel matters including salary certificates, no objection certificates, letters requesting opening bank accounts for new letters.
• Effectively uses Qatar e-government facilities to promptly complete processing.
• Arranging hospitality (food and drinks) for various events organized at the school including student events, parent events, accreditation inspection visits and staff events.

B. Administration Affairs Duties

1. Receives requests and inquiries from various government and non-government parties such as ministries and private suppliers. Arranges to have the school respond to these inquiries either verbally or in writing through email or hard copy by getting the information from the concerned department within the

Job Rewards and Benefits