The HR and L&D function comprises of 40 people globally and is responsible for the management of all matters concerning the employment and development of our people. This involves guiding and supporting partners, managers, and all employees alike, as well as supporting the creation of an inclusive and diverse environment, enabling our people to thrive.
Implementing our people and talent strategy in line with business objectives
Resourcing, talent and career management
Reward (financial and non-financial) strategy
Policy, procedures setting and the practical application of these across the business.
Office and Legal Administration Management
Build and maintain strong relationship with the senior management in the Dubai and London offices
Engender trust and confidence when building relationship
Act as an aspirational leader, change manager and projects leader
Act as a senior leader, supporting the Dubai Office Managing Partner and the senior management based in London
As a line manager, is responsible for supporting, developing and coaching the office services assistant and receptionist(s)
Act as the senior leadership figure across business services in the office
Provide pastoral care for junior individuals in other functions.
Local vendor support / 3rd party engagement Act as a local point of escalation
In conjunction with the Finance team assisting with the completion of client onboarding eg providing documents and information for supplier forms required by clients
Support our ‘one team’ approach breaking down the barriers between the local and central business service functions
Help with partner engagement through a collaborative approach/style
Build and maintain relationship with the Dubai Legal Affairs Department, the DIFC and the DIFC Courts and is responsible for maintaining and renewing the firm’s registrations and our lawyers’ registrations and all necessary filings with these bodies
Dealing with the SRA bulk renewal process for the Dubai office and ensuring that relevant lawyers maintain their registrations with the SRA and update details as appropriate.
Is responsible in conjunction with [the Risk Partner/MLRO] for ensuring all necessary filings with the DFSA and other government bodies.
Is responsible in conjunction with [partner] for ensuring the appropriate Data Protection registration, monitoring and reporting.
Assisting the Office Managing Partner as requested in relation to matters such as chasing outstanding time sheets and AML
In conjunction with the relevant London colleagues ensuring the development and implementation of a Document Retention and Destruction Policy
Issuing salary letters, NOCs etc as requested
Working with the Finance Manager to produce such information, reports and recommendations as the OMP may request
Is responsible for the end to end employees and partner life cycle: recruitment, on boarding, including overseeing the visa process and adding the new joiner and relevant dependants to the Private Medical Insurance and where applicable the Life Assurance Scheme and DEWS, contracts, payroll (with the Dubai Finance Manager), absence, training plans, benefits, quarterly and end of year check-ins, salary reviews including benchmarking and bonus calculations, staff movement, leaver, client secondments and international assignments and holiday management
Ensure annual global processes (for example budget, performance review, salary review etc.) are carried out effectively and in line with the firm’s timeline and guidelines and local regulations
Is responsible for the development and maintenance of country-specific employment contract templates, policies, procedures and guidelines that meet the firm’s standards and are compatible with local practice, DIFC employment law, and the Dubai Legal Affairs Department
Ensure the firm’s policies are applied fairly and consistently
Lead on creating, maintaining and updating templates and know-how, including step by step guides to the employee life cycle best practice and process (including immigration/visas, training providers, Dubai Legal Affairs Department)
Lead on the annual renewal of the Private Medical Insurance with input from the London benefits team and on the annual renewal of the Life Assurance Scheme, including at appropriate intervals reviewing the providers
Liaising with the Finance Manager to ensure the monthly payroll and DEWS upload are correct and on time
Use own network and strong market knowledge to provide market trend and benchmarking as well as to propose relevant regional or local initiatives. For example. benchmarking on benefits and salaries
Support the Head of HR and wider HR team with global project delivery, acting as a lead project manager for the Dubai office and ensuring that local nuances/requirements are incorporated in policies.
Facilitate the development of a highly motivated and engaged workforce
Establishing operational excellence
Develop the annual operational and investment budget, ensuring the office operates within agreed budget parameters
Is responsible for the review, negotiation and management of supplier and third-party contracts (in liaison with the London office where appropriate)
Manage all office supplies including equipment (e.g. photocopiers) and stationery
Is responsible for the provision of reception services, office services support (including mail handling, photocopying, printing, archiving), the provision of physical security and access, ensuring risk assessments are completed and that the physical assets, partners and employees are appropriate protected and secure in accordance with the firm’s policies, client and insurance requirements
Is the single point of contact for the office premises’ landlord and agents, ensuring that services covered within the agreed service charges are provided to a high standard
Is responsible for maintaining the condition of the office ensuring all lease requirements are understood and maintained appropriately. Ensures the necessary proactive and reactive repair and maintenance is completed by utilisation of the appropriate external contractors
Is responsible for the development, review, publication and training of the Health & Safety Policy ensuring this is both consistent with the firm’s central policy and local regulations.
Ensures that all relevant risk assessments are completed and reviewed at least annually and trained appropriately.
Is responsible for the implementation and monitoring of the firm’s central and local Environmental and Social Governance policies
Manages office refurbishments and moves in coordination with the London based teams
Leads, manages and reviews office processes/procedures and ensures they are consistent with central firm policies and are published, trained and communicated
Is responsible for the development of the local Business Continuity Plan
Proactively make recommendations to improve any systems, processes etc. and takes part in projects and initiatives
Liaise with the Secretarial Team Leader in Dubai and the Head Of Legal Administration Services (currently based in London
Liaising with Dubai IT person regarding day to day telephone/mobile and IT needs and liaising with the Dubai IT person and the appropriate IT team member in London regarding any IT issues and IT needs of the office to ensure the smooth running of the office
Ensure the appropriate Office Insurances are in place, in conjunction with the Director of Accounting, London and assist the Legal Risk team as requested in the renewal of the PI insurance.
Ensuring appropriate arrangements for visitors to the Dubai office from other offices, including office accommodation etc .
Experience and qualifications
HR business partner with extensive experience is required (DIFC/UAE employment law)
Facilities/premises manager experience or office manager experience desirable
Experience of working in a professional services firm is required (working in a commercial law firm, particularly in the DIFC/UAE would be highly desirable)
The ideal candidate would also have experience of working with, and optimising the use of, a global structure and integrated HR software
Service focused attitude, with an approachable and professional manner
Fluent in English
Confident and clear communication (verbal and written) with people at all levels of the business hierarchy, including suppliers. A skilled communicator who will create strong relationships with, and influence, partners, fee-earners and Business Services; and who is articulate on paper, with high standards of written English
Confident, resilient and pragmatic, with the ability to respond quickly to requests, manage time and stakeholders effectively, and to work and stay calm under pressure
Discreet, maintaining high levels of confidentiality, able to forge strong working relationships alongside maintaining a fair and consistent approach with all stakeholders.
Results-focused, with a “can do” attitude and able to deliver results to a consistently high standard
Proactive nature, hardworking, well organised, able to structure and prioritise own work and work solo when required
A strong, enthusiastic and supportive team player, able to work well as part of a team and follow direction, autonomous and self-starter
Able to use initiative and make suggestions to change processes where required
High level of accuracy and attention to detail
Commercially focused, with the ability both to develop a good working knowledge and to add value to HR/resourcing thinking and activity
About The Firm
With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients – listed and private companies, institutions and individuals across the globe. Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.
Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.
We assemble teams of bright thinkers to match our clients’ needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.
We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.
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