Company Name : Givaudan Suisse SA (Dubai Branch)

Administrative Assistant for the Middle East and Maghreb region – 6 month contract (extendable)

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Job Description

Administrative Assistant for the Middle East and Maghreb region – 6 months fixed term contract (Extendable)

A fabulous opportunity to assist the HR and Business Operations teams for a global leader in the fascinating world of Taste & Wellbeing and Fragrances, and based in our Dubai office – Your future position?

We are looking to recruit an ‘Administrative Assistant’ for our small, friendly, and fabulous HR Operations team in Dubai to help us add continued value to our business in the Middle East and the Maghreb region. As an active member of the Human Resources team in UAE, you will assist and provide efficient support to the HR and the business teams in the fast-growing Middle East and Maghreb region for the administration and execution of important HR policies and processes according to business needs, corporate guidelines, and local policies. The role would focus on providing excellent administrative support to HR projects, business activities, and processes.  

Based in our Dubai Media City office and reporting to the Regional HR Manager for the Middle East and Maghreb region, the role will offer excellent HR Assistance and Business Support administration opportunities for personal and professional development. This is an open contract role on direct rolls with us, valid for 6 months initially and renewable depending on our ongoing business requirements. 

You will work for a company that touches billions of consumers more than a hundred times a day. With its heritage stretching back over 250 years, Givaudan has a long history of innovating scents and tastes. Our passion is to collaborate with customers and partners to develop game-changing innovations in the food & beverage, fragrance and beauty industries. We have a culture that works to inspire, challenge and capture the heart and soul of consumers and customers. Our customers in the region have local, regional, and international profiles, bringing diversity and curiosity to your daily job.

Does this role sound like a match for your skills and interests? This could well be your perfect opportunity and the chance to further grow your administrative career within one of the world’s most exciting and innovative industries.

In this exciting role, you will closely work with the HR and Business teams to support their ongoing projects and activities – 

HR Projects

  • Build awareness of and administratively improve – organisational policies, processes, relevant legislation, and employee relations policies. 
  • Suggest new procedures to continually improve the efficiency of the HR department and organisation and imorove the employee experience.
  • Help develop and implement HR initiatives – events, communication, etc.  

HR Administration & Reporting:

  • Assist with the daily administrative operations of the HR team. 
  • Provide clerical support to the HR team.
  • Compile and update employee records (hard and soft copies).
  • Coordinate HR projects.
  • Maintain employee benefits, employment status, and similar records.
  • Perform file audits to collect and maintain all required employee documentation.
  • Collaborate with the finance team to generate purchase orders and payments for vendor invoices for HR activities and programmes.
  • Preparing letters as per employee’s request. 
  • With guidance, provide relevant information and reports to support management decisions, meet legal obligations, or for external stakeholders. 

Onboarding:

  • Prepare and facilitate a smooth new hire onboarding process, coordinating with cross-functional departments to deliver a great first-day experience.
  • Coordinate with the Business Support team to arrange travel and accommodation for international hires and internal transfers.
  • Liaise with line managers to prepare induction plans for new hires.
  • Liaise with bank partners to help new employees open bank accounts. 
  • Assist with the employee benefits enrolment process.
  • Be the go-to person for all new employee questions.

Immigration & Local Legislation:

  • Coordinate with the company PRO for new visa applications, cancellations, renewals and business visas.
  • Assist the HR team in updating relevant policies.
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