HR & Office Administrator

About HFM

HFM is a globally recognized multi-asset broker known for advanced trading platforms, tools, and trading conditions. The company is focused on innovation, openness, and high standards in financial markets.

This opening is for a motivated and commercially aware HR & Office Administrator to support a newly established mainland Dubai entity. The role reports to Group HQ in Cyprus and serves as the local contact for everyday HR and office operations, helping the business stay aligned with ESCA licensing expectations, MOHRE requirements, and UAE labour law. It is a strong opportunity for someone looking to build an HR career in a regulated international setting.

Human Resources

• Create and keep employee files, HR records, and personnel databases updated in line with MOHRE paperwork standards and ESCA-related requirements.
• Assist the accounting team with payroll preparation and processing, including compiling payroll data and supporting timely bank payments while following UAE WPS obligations.
• Prepare payroll inputs such as attendance, approved leave, allowances, and deductions, and support EOSB calculations under UAE Labour Law.
• Manage attendance tracking and leave administration for annual leave, sick leave, maternity/paternity leave, and public holidays.
• Serve as the first contact for employee questions about HR policies, benefits, statutory entitlements, and internal procedures.
• Support employee relations work such as disciplinary cases and grievance handling in accordance with MOHRE guidance and UAE labour rules.
• Help the organisation stay compliant with UAE Labour Law, ESCA employment-related rules, Emiratisation/Nafis targets and quotas where relevant, workplace safety requirements, and MOHRE reporting duties.
• Maintain HRIS tools used for employee data, payroll information, and benefits administration.
• Assist expatriate mobility and immigration tasks, including visas, residence permits, Emirates ID, and medical fitness renewals, while coordinating through UAE government systems in line with ICA requirements.
• Support recruitment, onboarding, and exit processes, ensuring documentation such as offer letters and employment contracts aligns with MOHRE-approved formats and UAE labour standards.
• Coordinate employee engagement activities, learning and development initiatives, and annual performance review cycles based on HQ direction.
• Assist with ESCA filings and internal audits related to HR and staffing matters, including Fit & Proper and Authorized Person records.
• Contribute to a positive and compliant workplace by supporting feedback, learning, and continuous improvement initiatives.

Administration

• Help organise office setup, supplies, facilities, and vendor coordination for the new Dubai location.
• Manage correspondence, document control, and filing systems in both physical and digital formats, including ESCA and MOHRE communications.
• Support board meeting arrangements and corporate event coordination.
• Keep all sensitive regulatory, business, and personal information strictly confidential.
• Provide administrative assistance to management and HQ, including reporting, data analysis, and project coordination, and help prepare governance and compliance documentation for the regulated entity.
• Liaise with PRO service providers and government portals such as MOHRE Tasheel, AMER, ICA, and DED where applicable.

Requirements

• A bachelor’s degree in Human Resources, Business Administration, or a closely related discipline.
• At least 2 years of HR and/or administrative experience in Dubai, UAE.
• Practical exposure to a MOHRE-regulated workplace, including WPS payroll compliance, UAE Labour Law, visa and immigration work, and EOSB administration.
• Working knowledge of UAE Federal Decree-Law No. 33 of 2021, MOHRE policies, Emiratisation requirements, and visa/immigration procedures, or a strong willingness to learn quickly.
• Familiarity with ESCA requirements relating to HR and staffing, such as Fit & Proper and Authorised Persons, is beneficial but not mandatory.
• Strong organisational, time-management, and communication skills in English; Arabic is an added advantage.
• Good command of MS Office tools, including Excel, Word, and PowerPoint, along with HRIS/ATS systems.
• Exposure to UAE government platforms such as MOHRE Tasheel, AMER, ICA, and DED for mainland operations is an advantage.
• High level of integrity and the ability to manage confidential information responsibly.
• Comfort working across multiple priorities in a fast-moving, newly established environment.
• Self-driven, proactive, and willing to take ownership and initiative.

Additional Information

The position is based in Dubai and is a full-time, onsite role. It involves supporting a regulated mainland entity and working closely with both local stakeholders and Group HQ in Cyprus. The role requires handling confidential regulatory, commercial, and employee information and contributing to governance and compliance documentation as part of day-to-day work.