This position provides comprehensive administrative and secretarial support to the Management team, ensuring efficient daily operations and assisting with various HR initiatives and programs. The role requires a highly organized, proactive, and discreet individual capable of managing both administrative workflows and handling core human resources functions.
*** Key Responsibilities ***
Administrative & Secretarial Duties
> Schedule & Calendar Management: Coordinate and schedule meetings, manage calendars, prepare agendas, and ensure timely provision of necessary materials.?
> Correspondence & Communication: Handle incoming and outgoing correspondence, screen phone calls, and respond to emails and inquiries.
> Document Management: Prepare, collate, and proofread reports, letters, memos, and confidential documents.?
> Record Keeping: Maintain and update electronic and paper employee records, ensuring information is organized, secure, and easily accessible.?
> Meeting Support: Organize meetings, take minutes, and ensure typed notes are distributed to attendees.?
> Office Management: Manage office supplies, interact with suppliers, and ensure the efficient functioning of office systems.?
Human Resources Support Duties
> Recruitment & Onboarding: Assist with posting job ads, processing incoming resumes, coordinating interviews, and managing the onboarding process for new hires.?Process visa applications (LMRA) and coordinate with GOSI.
> Employee Records & Payroll: Maintain employee records in HR databases, including new hires, separations, and leave data, and provide input for payroll processing.?
> HR Operations: Prepare paperwork for HR policies, assist with the implementation of new procedures, and help coordinate HR projects.?
> Employee Engagement: Support the organization with employee engagement activities and participate in culture-building initiatives.?
> Employee Life Cycle Management: Oversee the employee lifecycle by managing terminations, facilitating resignations, and administering performance warnings in compliance with organizational policies.
> Policy & Compliance: Help ensure HR policies are up-to-date and compliant with labor laws.?
*** Qualifications and Requirements ***
> Education: Bachelors Degree or higher in any relevant field, or at least 15 years of experience in an HR, Administrative or Secretarial role.
> Experience: Minimum 4 years of experience in an HR, Administrative or Secretarial role.
> Confidentiality: Ability to handle sensitive and confidential information with utmost discretion.?
> Organization & Time Management: Strong ability to manage multiple priorities and workloads effectively.?
> Communication: Excellent written and verbal communication skills to interact with employees, management, and external stakeholders effectively.
> Languages: Fluency in English is mandatory. Fluency in Arabic is a plus.
> Technical Proficiency: Proficient with MS Office Suite (Word, Excel, PowerPoint, etc... ), Google Docs, and familiar with HR databases.?
> Interpersonal Skills: Ability to build and maintain effective working relationships, including conflict resolution and negotiation skills.
> Proactiveness: A proactive and empathetic approach to managing HR tasks.
> Strategic Thinking: Ability to align HR strategies with business objectives and anticipate future workforce needs.
> Attention to Detail: Strong focus on accuracy in documentation, scheduling, and communication to avoid errors and ensure compliance.
> Problem-Solving: Ability to address issues as they arise, whether related to HR matters or administrative challenges.
*** How to Apply ***
Please send your updated resume detailing your relevant experience to recruiting@xystem.org. Your email must include the following as its subject: "Job Application for Posting on Expatriates.com", where should be replaced with the Job Posting ID of this ad.
Deadline: 17 October 2025
Location: This position is based in Bahrain.