Stephenson Harwood LLC Hiring for HR and Office Manager – Dubai Job at Dubai Full Time

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitions firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

Team Structure:

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. This includes:

• 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.

Main Responsibilities:

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

Human Resources

• 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

Facilities management

• 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

Attributes/Skills Required:

About the Firm:

Our vision into 2026

To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.

This vision is about who we want to be, as well as who we are. It is as much about our values as about our character – the attributes we want to see from all of our people. It also reflects the importance of remaining independent – a clear sign that we are confident in our own future.

That’s how we unlock our entrepreneurial spirit, advising our clients with top performing teams.

A key part of the 2026 strategy is to focus on five core sectors: decarbonisation, life sciences, private capital & funds, technology, and transportation & trade. These have been identified as crucial in the drive for accelerated profitable growth.