PRO and HR Coordinator

Position:

PRO and HR Coordinator

Report to:

Senior HR Manager - MEA

Position(s) report to this job:

NA

Business / Site:

Copeland MEA Dubai

Working location:

Dubai

Department:

Human Resources

Last update on:

1 September 2025

Job Purpose:

The PRO & HR Coordinator will be responsible for managing all government relations/PRO Duties for the company. This role ensures compliance with JAFZA MOHRE and UAE labor regulations while supporting employees with visa immigration and benefits processes. The position also plays a key role in HR operations by handling employee records benefits administration leave management and general HR support. The role requires strong organizational skills attention to detail and the ability to manage sensitive information with discretion.

Key Responsibilities

Description of duties & activities

1. Government & JAFZA Relations (PRO Duties)

• Handle all JAFZA-related processes including company license renewals amendments and updates.
• Process employee visas labor cards Emirates IDs and work permits in compliance with JAFZA and UAE government regulations.
• Coordinate medical tests for new and renewed employees.
• Assist employees with family visa applications renewals and cancellations.
• Process JAFZA access cards (PIC/PAC/TAC).
• Prepare and submit letters applications and documentation to government authorities when required.
• Ensure compliance with WPS requirements.
• Monitor changes in JAFZA and Free Zone policies and ensure company compliance.
• Maintain effective liaison with JAFZA Immigration Labour Office and other government entities; communicate updates to employees as necessary.
• Support and facilitate government inspections and visits.
• Support customs and port-related documentation when required.
• Maintain tracking systems to ensure timely renewal of employee and company documents (visas licenses permits).

2. Employee Benefits Administration

• Manage employee medical insurance enrollment renewals and cancellations; liaise with Total Rewards team insurance providers and brokers for all MEA employees.
• Administer life insurance coverage and maintain accurate employee benefit records.
• Act as the primary point of contact for employees regarding insurance queries claims and benefits usage.
• Support leave management processes (annual leave sick leave maternity/paternity leave) ensuring compliance with UAE labor law and company policies.
• Maintain accurate and up-to-date benefits records and prepare reports for Total Rewards HR and Finance.

3. HR Administration Support

• Support onboarding by collecting employee documents managing visa processing and coordinating medical enrollment paperwork.
• Draft HR correspondence including bank letters employment certificates NOCs and other employee-related documentation.
• Conduct employee verifications and assist with the preparation of employment offers (local contracts/Arabic versions).
• Coordinate employee home leave ticket allowances.
• Maintain HR records and employee files in compliance with legal and company requirements.
• Coordinate mandatory employee medical checkups renewals and occupational health requirements.
• Monitor overtime compliance and ensure alignment with UAE labor law.
• Provide ad hoc HR administrative support including preparing reports organizing HR initiatives and supporting HR audits.

4. Leave Management

• Coordinate with HRIS providers to resolve technical issues in the leave management system.
• Maintain the leave calendar and update records in alignment with the Hijri calendar.
• Adjust and maintain leave balances according to carryover and forfeit policies.
• Generate and maintain leave and attendance reports.

5. General & Compliance

• Ensure strict confidentiality of employee records and company documents.
• Stay updated on UAE Labor Law JAFZA regulations and HR best practices.
• Provide ad hoc administrative and HR support as required by management.

Profile

Education and Professional Qualifications:

• Minimum 35 years experience as a PRO in JAFZA or another UAE free zone.
• Previous exposure to HR administration and benefits management preferred.
• Bachelors degree in Business Administration HR or related field (preferred).
• Valid UAE drivers license (mandatory)

Requirements and Attributes:

• In-depth knowledge of JAFZA regulations and UAE labor/immigration laws.
• Strong administrative and organizational skills with high attention to detail.
• Proficiency in MS Office applications (Word Excel Outlook).
• Ability to work independently with minimal supervision.
• Strong communication skills in English; Arabic is an advantage.
• Professional demeanor and ability to interact confidently with government officials.

Addition Information:

Shift Duty

Outside Work ü

Overseas Travel ü %

Health & Safety

• Recognise and accept HSE Roles & Responsibilities as defined in Copelands Company Procedures.
• Ensure effective leadership in HSE leading by example and setting the direction for a successful health and safety program and creating a foundation for a positive safety culture.
• Ensure effective management of HSSE risks and impacts. Report all hazards incidents and Near Misses in line with the MEA Copeland HSE incident policy. Active involvement in the investigation of accidents near misses incidents and ill health where required.
• Conduct all HSE training assigned to you as an employee