1. HR Operations & Employee Lifecycle Support

• Support HR Manager in coordinating complete HR operations and administration throughout the employee lifecycle—from selection to separation—including recruitment logistics, onboarding, employee records management, contract updates, letters, certifications and HR communications.
• Lead internship recruitment including liaising with universities, screening candidates, onboarding and issuance of necessary certifications.
• Oversee employee leave provisions, ensuring timely updates in systems and coordination with payroll.
• Manage visa applications (new and renewals), medical insurance additions and deletions, discount card updates and vendor contract renewals.
• Serve as focal point for employee queries and documentation requests with a customer-centric, solutions-driven approach.
• Maintain governance of HR records across portals (SharePoint, Box, Teams, Monday.com, Beneple and others).
• Support the HR Manager in collating the annual Training Calendar, gathering training needs from units, identifying suitable courses, managing enrolments and coordinating logistics for both internal and external learning sessions.

2. Office & Facilities Management

• Oversee daily office operations across Dubai and Abu Dhabi, ensuring a well-functioning, welcoming and compliant workplace environment.
• Coordinate meeting room bookings, event setups, driver scheduling and general office requests.
• Act as primary guardian of all office and warehouse rental agreements, including renewals, negotiations and documentation management.
• Monitor office supplies, stationery, equipment maintenance and vendor coordination (cleaning, security and utilities).
• Ensure compliance with health and safety standards across offices in coordination with H&S focal points.

3. Procurement, Logistics & Warehouse Management

• Oversee procurement and logistics processes in liaison with Operations Director, Finance, HR and unit teams.
• Oversee warehouse activities including inventory management and stock audits, incoming and outgoing materials tracking, vendor coordination, and space optimisation and upkeep.
• Ensure SOPs, procurement policies and audit requirements are met.
• Support portal management and document governance for procurement activities.

4. Event, Engagement & Committee Support

• Run and coordinate the internal Panda Committee, ensuring strong staff engagement, timely execution of initiatives and management of committee communications.
• Support organization-wide employee activations including Annual Employee Recognition Ceremony, Dubai Fitness Challenge, wellness and team-building events, and office celebrations (birthdays, farewells and cultural events).
• Arrange monthly team meetings including agenda preparation, logistics, documentation and follow-up actions.
• Support community and external events as needed.

5. Payroll, Finance & Expense Support

• Support payroll processes including preparation and submission of monthly payroll inputs (leave, benefits changes, allowances and deductions).
• Coordinate intern stipend payments, ensuring timely submissions and reconciliations with Finance.
• Support employees and interns with bank account documentation, including issuing letters and maintaining accurate records.
• Review employee expense claims for accuracy, documentation completeness and compliance before forwarding to Finance.
• Support petty cash administration and other finance-related administrative tasks when required.
• Maintain confidentiality, integrity and accuracy of all financial and payroll data.

6. Communications, Governance & Record Management

• Manage incoming and outgoing communications to EN-WWF including calls, info mailbox, careers mailbox and courier.
• Oversee governance of operational and HR records ensuring systematic archiving and easy retrieval.
• Support HR Manager in updating SOPs, workflows and templates across the unit.
• Identify opportunities to streamline processes, improve digital tools and enhance internal coordination.

7. Cross-Unit Support & Additional Duties

• Provide ongoing support to the Executive Assistant (PA to DG) for on-demand administrative and operational requests.
• Collaborate closely with all units, sub-units, committees and programme teams as part of daily coordination.
• Support Operations Director and HR Manager on ad-hoc HR, operations and administrative tasks.
• Maintain excellent internal and external stakeholder relationships aligned with EN-WWF values.

Experience

• Minimum of 3 years of experience in an administrative role, ideally within HR or Operations.
• Basic understanding of UAE Labour Law.
• Good understanding of finance processes such as petty cash management and payroll inputs.

Education

• Bachelor’s degree in HR, Administration or a relevant field.

Skills

• Fluency in Arabic is welcomed.
• Effective written and verbal communication skills.
• Strong collaboration and stakeholder management abilities.
• Exceptional organisational and time-management skills.
• Ability to multi-task and perform under pressure.
• High attention to detail with strong customer-service orientation.
• Ability to work independently with minimal supervision.
• Strong problem-solving skills with a diplomatic and solution-oriented mindset.
• Proficiency in MS Office Suite; Arabic language skills are an advantage.
• Passion for conservation and alignment with NPO sector values.

Internal Stakeholders

• Works closely with all Units, Sub-units, Committees, Programme and Project teams.
• Interacts with all staff across EN-WWF to support coordination and delivery of HR and operational activities.

External Stakeholders

• Engages with subcontractors, vendors, universities, service providers and partners.
• Coordinates with external stakeholders as required for HR, operations, events and logistics support.