Government Relations & Office Admin Services Officer

Position Summary:

The Government Relations & Office Admin Services Officer is an onsite full time associate responsible for managing and controlling the process of all activities that are related to the Government office regulations. represents the company on legislative, regulatory, and industry issues with government officials and industry agencies. Influences Company business strategy through regular monitoring, analysis, and reporting of related government/industry issues and trends. Regularly advises government and industry officials on company topics. Handles all administrational transactions by maintaining government licenses and portals. Builds external government and industry relationships. Implement, Manage, administer, track and assure that responsibilities are executed in a timely manner and provide the business with efficient reports that highlight opportunities and avoid obstacles. This role is also responsible to provide primary administrative support to HR department and support the administrative tasks as needed for the office.  The position requires the ability to multi-task, attention to detail, and the initiative to work in a dynamic, fast-paced environment. The ideal candidate will be experienced in handling a wide range of administrative and support-related tasks in a discreet and confidential manner, with a high level of integrity.

Key Responsibilities & Essential Functions:

Government Relations:

• Responsible for follow-up, coordination, update, and sort any necessary processes and transactions, either by a physical visit to the concerned government entity and through Government Online Interface Portals as follows:
  • Company-related (Main and Branches) general government operations such as Certificates, licenses and subscriptions for smooth operations such as Establishment / Registration / Upgrade / Renew/ Update / Cancelation and any necessary procedure with the concerned government official such as ( SAGIA, manufacturing, environmental, Ministry of Commerce, Chamber of Commerce, Civil Defense,  Municipal, Customs, postal, other business related ministries, STC, ect..) and Guidance Supply Chain Related portals (SABER, FASAH).
  • Employee-related general government operations such as Tracking, Updating, Communicating, Adjusting, renewing, adding, deleting and advice for any change with the system or regulation. GR / Payroll / HR Related Portals (Amn, GOSI, Mudad, WPS, Muqeem, MOHR, Qiwa, Ajeer, ect..) and communicate any change to employee legislation officially
• Cell Phone Service Providers such as STC devices and online account - Issuance/Update/Cancel SIM cards and prepare monthly bills for payment.
• Prepare and follow up for Yearly Subscription, periodic and Monthly Payments, Follow-up, Administration and Guidance for Government Related Transactions (all transactions related to Associates, Company and Electronic online portals
• Represent the business with government inspector visits from multiple parties such as labour office, GOSI, Civil Defense, Police, MOH, ect..
• Communicate Official Governmental updates related to regulatory and law changes and advice on the best practice for the company, associates, and their dependents.
• Improve and prepare documented procedures related to Government Relation Processes and transactions.
• Directly responsible for consulting and supporting employees on answering questions and finalizing government transactions related to residents and completing special forms such as (work permit / IQAMA (residence)/ adding dependents/levies/ visas (work or visit) / updating data and Immigration, ect..
• Responsible for Access Permits for client sites directly or using a 3rd party.
• Document Chamber, MOFA, and Government Attestations Electronically or Manually
• Create, follow up, and export Government reports for legal entities and associates, for example, but not limited to, renewals of license dates, renewals, visas (visit and work visas), costs of transactions, for Saudi and non-Saudi employees, Saudization percentages in entities, percentages of engineers, technicians and administrators, and everything related to statistics on regular basis.
• Support legal and HSE for legislation and Safety arrangements related to GR.

Office Administration Support:

• Coordinate necessary GR, HR, and Office services operations for vendor creation, tracking and maintaining records, explore necessary quotations, and follow up for Purchase Requests (PR)s and Purchase Orders (PO)s including submissions of invoices to finance.
• Coordinate office and HR vendor services on occasional, monthly, and yearly basis for smooth operation.
• Work with all associates in the office to schedule visitors, coordinate temporary access and meeting rooms as needed, Orders company lunches for meetings and events as needed.
• Coordinate, office storage and maintain material inventory of office supplies including but not limited to office stationery and supplies including pantry, kitchen, and cleaning materials.
• Coordinate courier for shipment sending and reception arrangement.
• Coordinate local travel with office driver and identify local hotels and meeting space, if needed and requested by HR Manger.
• Handle scheduling regularly required maintenance for the office building as needed, Coordinate service requests for office driver trips and janitor services.
• Maintain records of building and office access cards, parking assignments, signs, wall posts, daily reception logs and phone directory.
• Independently prepare and edit high-quality local correspondence, communications, presentations, and other documents.
• Process and assist with all activities requested by HR Manager related to offboarding and New Hire Recruiting, Onboarding and Orientation activities as needed such as first-day guide and handover IDs, contract, IT equipment, ect..
• Assists in creating and maintaining all Standard Work and Systems for the GR and HR departments. Identifying and implementing internal department procedures to enhance department effectiveness.
• Pre-Onboarding Administration such as Pre-employment Medical Check, completing workday data, completing administration work which includes coordinating for work visa if required, collect necessary documents for local transactions, drafting offer & contract, coordinating for access cards and IT equipment handover.
• Responsible for transaction portals, monthly and periodic updates, for associate and their dependent records and status updates, contract authentication and Inform GR with Onboarding and Offboarding actions.
• Maintain HR, associate files and letters (Hard Copy and Soft copy)
• Work with Senior Admin Representative to support on an occasional basis and coordinate on Wage Protection System updates and GOSI invoices on monthly basis.
• Track HR related 3rd party manpower administration (coordinating contracts related to contingent workers)

Position Skills, Competencies & Responsibilities (include behavioral characteristics and capabilities)

•      Work under HR supervision and maintain confidentiality and security of information and transactions.

• Knowledge of Saudi labor law, licenses, and immigration rules.

• Clerical skills: Excellent organizational and time management skills. Ability to multitask.
• Communication/Interaction: Good communication skills, and ability to work effectively with associates at all levels of the company. Ability to convey a positive and professional image to applicants, customers, and associates.

•      Responding to emergency cases and attending at least 5 days a week in the office. Informing line manager of required government visits and transactions.

•      A good listener and open to new ideas.

• Excellent experience with license requirements and legislation to operate the office, service center, and manufacturing facility.

•      Excellent problem-solving skills with an improved mindset

•      Ability to multitask in a fast-paced environment

•      Ability to work independently and within a team

•      Excellent organizational skills and ability to learn new systems

• Maintains a commitment to teamwork and a positive, supportive attitude to all personnel.
• Performs other related duties as assigned or requested.
• Maintains clean, orderly, and safe work area.
• Supports continuous improvement activities (DBS).
• Observes and comply with all safety regulations and company policies.
• Excellent English and Arabic written and verbal communication skills
• High integrity and ability to handle confidential information with high degree of discretion and sensitivity.
• High attention to detail while working to meet deadlines.
• Motivated, self-starter, with sense of urgency, and personable.
• Minimum Job Skills:  Computer Skills: SAP System and good skills in MS Word, PowerPoint, Outlook, Excel, and Teams.

Education and Experience:

• Saudi National (Per local law is a must)
• Minimum 6 to 7 years of GR experience liaising with Immigration, Ministry of HR, and other government departments for all employee affairs and including 2 to 3 years in HR operations.
• Minimum education level: 3-year program Diploma in Business, Admin, MIS, Finance or equivalent. A 4-year program Bachelor’s degree holder is preferred.

Other requirements:

• Valid driving license
• Valid passport
• Prepared to work unsociable hours for emergencies

When you join us, you’ll also be joining Danaher’s global organization, where 80,000 people wake up every day determined to help our customers win. As an associate, you’ll try new things, work hard, and advance your skills with guidance from dedicated leaders, all with the support of powerful Danaher Business System tools and the stability of a tested organization.

At Danaher, we value diversity and the existence of similarities and differences, both visible and not, found in our workforce, workplace and throughout the markets we serve.  Our associates, customers and shareholders contribute unique and different perspectives as a result of these diverse attributes.

If you’ve ever wondered what’s within you, there’s no better time to find out.