1. Purpose

To define the step-by-step process for all employee visa, labour, contract, government documentation, and company PRO-related activities from onboarding to offboarding, ensuring timely compliance with MOHRE, ICP, KEZAD, TAMM, and other UAE authority requirements.

1. HR–PRO Coordination

• HR sends the request with supporting documents, employee details, and required approvals.

• The PRO checks document completeness, validity, and the correct authority/portal for submission.

• The PRO submits, follows up, updates HR on status, and files the completed case in the tracker and employee/company records.

1. Employee Lifecycle Process

A. New Employment Visa – Abu Dhabi

• Collect candidate documents: passport copy, photo, educational documents if required, previous cancellation/exit proof, and any project-specific requirements.

• Verify passport validity, employee category, job title, and internal management approval before starting the application.

• Check labour quota / establishment eligibility in the MOHRE system before applying.

• Process work permit application in MOHRE and generate the official offer letter for employee acceptance/signature.

• Apply for entry permit / e-visa through the immigration channel after labour approval.

• Coordinate employee arrival or inside-UAE status processing as applicable.

• Arrange medical fitness test and Emirates ID application/biometrics.

• Complete labour contract issuance/finalization and proceed with residence visa issuance/stamping.

• Update HR records with visa expiry, UID, Emirates ID, and filing copies; then include the employee in the monthly monitoring tracker.

B. Monthly Visa Renewal

• Review the monthly expiry report 30–60 days in advance and share the renewal list with HR.

• Collect renewal documents, check for fines/blocks, and arrange medical fitness if required.

• Submit Emirates ID and visa renewal applications through the relevant channel and monitor until completion.

• Update the tracker, file renewed documents, and ensure no overstay fines or delays.

C. Visa Cancellation / Offboarding

• Receive resignation or termination approval from HR and confirm final clearance readiness.

• Prepare and submit labour cancellation in MOHRE and obtain employee acknowledgment/signature where required.

• Apply for residence visa cancellation in ICP and check any linked dependent permits before final closure.

• Monitor exit, transfer, or grace-period compliance, update employee status in the tracker, and close the file only after official confirmation.

D. Contract Modification / Salary / Terms Update

• Receive the approved amendment request for salary, designation, location, or contract terms and conditions.

• Prepare revised documentation and submit the labour contract/work permit amendment through the MOHRE channel.

• Issue the approved revision copy to HR and ensure employee master records/payroll references are updated.

1. Labour Cases and Monthly HR Support

A. Labour Complaints and MOHRE Cases

• Receive complaint details or official notices and collect contract, payroll, attendance, warning letters, and supporting records.

• Coordinate with HR/Management before any reply, upload required documents, and attend MOHRE, Tasheel, or Tawjee meetings where required.

• Track hearing dates, action points, settlement notes, and case closure status until final resolution.

B. Salary Letter Preparation

• Verify salary, designation, joining date, and employment status with HR/Accounts before preparing the letter.

• Draft the salary certificate in approved company format, obtain authorized signature/stamp, and keep issuance record.

C. Monthly WPS and Labour List Submission

• Coordinate with HR and Accounts to reconcile active employees, visa status, labour status, and payroll/WPS data.

• Prepare the monthly labour list showing active, renewed, cancelled, absconding, and newly joined employees.

• Submit the report to HR on time and escalate any mismatch immediately for correction.

D. Labour Absconding and Exit/Entry Monitoring

• Confirm unauthorized absence with HR/department, collect attendance evidence, and file the official absence/absconding complaint where approved.

• Track exit and re-entry status of employees, especially leave, cancellation, notice period, and non-return cases.

• Update the employee master tracker and escalate abnormal or high-risk cases without delay.

1. PRO Administration Works

A. Company Licenses and Legal Documents

• Maintain a renewal calendar for trade license, establishment card, legal documents, and authority registrations.

• Process renewals and updates on time and upload new documents to all required ministry/client portals.

B. Partners’ Wakala / Power of Attorney

• Monitor validity of POA/Wakala documents, coordinate renewal/notarization, and keep updated signed copies on file.

C. Government Portals, Emiratization, Nafis, and Quota

• Manage company updates in MOHRE, ICP, TAMM, KEZAD, Staff City, and related systems.

• Monitor Emiratization / Nafis compliance and process labour quota approvals or modifications for all entities.

D. Labour Inspections and Service Centers

• Keep inspection files ready, coordinate labour inspections, and close any remarks or corrective actions.

• Coordinate applications and follow-up with Tasheel and Tawjee centers as required.

E. Staff Allocation and Authority Approval

• Process labour allocation / authority approvals in MOHRE, KEZAD, Staff City, or project systems and circulate approvals to HR/Operations.

1. Additional Duties

• Manage HR petty cash and PRO-related expenses with HR and Accounts, including supporting bills and monthly reconciliation.

• Submit project-wise visa cost and monthly government expense reports to Accounts within the agreed timeline.

• Manage UAE Pass access for departments for portal approvals and permissions.

• Handle company/management traffic fines, vehicle renewals, permits, and owner vehicle documentation under assigned responsibility.

• Process CICPA issuance, renewal, cancellation, and act as backup during the absence of the main PRO.

• Perform any additional PRO-related task assigned by Managing Director or Management and ensure completion within the required timeline.

1. Daily Working Method

• Review pending cases, expiry alerts, urgent approvals, and portal notifications every morning.

• Prioritize submissions, follow up pending approvals, coordinate with HR/Accounts/Operations, and complete authority visits or portal actions.

• Update the trackers, file completed documents, submit status updates to HR, and escalate unresolved issues before end of day.