About Viya:

Viya is the UAE’s leading golf and hospitality management group, operating a portfolio of championship golf courses, award-winning restaurants, premium leisure and recreation facilities, innovative entertainment concepts, and digital platforms. Since launching Emirates Golf Club in 1988, the region’s first all-grass course, the group has expanded to include Dubai Creek Golf & Yacht Club, Jumeirah Golf Estates, Yas Links Abu Dhabi, Saadiyat Beach Golf Club, Yas Acres Golf & Country Club, Topgolf Dubai, Tiger Strikes, and recreation brands such as Viya Fit and Viya Padel.

As part of wasl Hospitality & Leisure, Viya is recognised as a guardian of golfing heritage and a leader in modern hospitality. Its operations are underpinned by the Viya App, a loyalty-driven platform that integrates bookings, rewards, and spendable benefits across the portfolio. Dedicated to innovation, sustainability, and excellence, Viya connects communities to extraordinary experiences and continues to shape Dubai and the UAE as global destinations for sport, leisure, and lifestyle.

JOB DESCRIPTION

Position                     :           HUMAN RESOURCES ASSISTANT

Department               :           HUMAN RESOURCES

Reports To                 :           ASSISTANT HUMAN RESOURCES MANAGER

Supervises                 :           N/A

(Responsible For)                

Purpose and Scope of Position:

(Job Summary)

To assist in the Recruitment, Administrative function, and Immigration requirements, at the Human Resources Department, ensuring all operating practices and procedures are carried out in a timely manner across Dubai Golf.

1. Main Duties:

  (Job Related Duties)  

File Management:

To effectively maintain personnel files across the Clubs:

• Collate the application forms from new joiners.
• Prepare and maintain files for new joiners and outsourced, upon receipt of all documents.
• Ensure documents are filed in the respective sections.

Recruitment:

• Collating CVs from walk-in’s, email applications & recruitment agencies.
• Short listing CVs for the relevant position based on JOD.
• Maintaining an effective CV database.
• Identifying the vacancies.
• Placing job vacancies internally & online on company website, liaise with headhunters/recruiters discussing the vacant positions
• Sending introductory and regret letters to qualified candidates (overseas) should require final interview in person.
• Coordinating with the Assistant HR Manager in the entire recruitment procedure.
• Collect necessary documents for Security Clearance.
• Applying Security clearance for all new joiners (Juniors & Seniors)
• Preparing Offer Letters and Employment Contracts.
• Coordinating with candidates for collating documents.
• Coordinating with the administrators for the necessary information about new hires.
• Prepare necessary documents for Employment visa application for new hires.
• Applying E – Visas for the permanent colleagues and Interns.
• Updating Recruitment Tracker.
• Achieving the recruitment timeline for DG.
• Send a list of new colleagues for room allocation.

• Arranging the Interviews by coordinating with the department.
• Complete Recruitment activities for DG restaurants & Golf Courses as per DG Plan.
• Conducting the preliminary interview with the new hires.
• Counselling and assisting colleagues when required.
• Assist in the preparation of DG & for WASL active list.
• Assist in handling outsourced company colleagues (PACT).
• Assist in successfully onboarding in bulk.
• Implement Internship Programme – Onboarding interns with a minimum count of 75.
• Arranging the flight tickets for the Overseas New Hires.
• Applying Reference Check for Grade M and above wherever required.
• Send emails to Government Relations to create the Visa Medical Application for overseas new hires when required.
• Ensure to check the medical reports of the overseas new hires with the medical coordinator.
• Sending the New Team member email for local, overseas, and outsourced new hires and informing the HOD’s.
• Assisting in sending the timesheets of the outsourced company employees.
• Coordinating and collecting the new photos with the new hires if immigration requires.
• Ensure to send the Passports of the new hires to the Government Relations upon their joining and sending them a confirmation email.
• Confirming the identity of the new hires by sending their photos to the department when required.
• Requesting concept & micros account numbers from the finance & IT department for the new senior colleague to be used for personal purchases.
• Meet compliance, government rules & regulations, Audit compliance standard audited by the company.

Emiratization:

• Maintain list of UAE National candidate’s CV
• Conduct preliminary telephonic interview & recommend to respective HOD for further assessment.

SAP System

• Entering the New Positions
• Performing the separation process for all the leavers
• Enter the new joiners in the system
• Printing various reports as and when required.

DG Connect:

• Provide updates on DG connect – new joiners & leavers

Induction:

• Ensures colleagues are aware of the HR policies
• Inform HOD’s on the new arrivals
• Airport onboarding procedures
• Allocation of accommodation to new arrivals

Job Descriptions:

• Maintain and update job description as per the market trends.
• Maintaining and updating the Job Description file, accordingly.
• Ensures that system is regularly updated.
• Coordinate with HOD in updating and signing the job description for any changes
• Ensures that new joiners are able to sign the job description and file accordingly.

PACT Employee Separation Formalities (ESP) / Exit Interview Forms (EI) / Cancellation:

• To check the leavers’ list and ensure that all the ESP/ EI forms are received.
• To follow up for the pending ESP/EI forms.
• To check the completion of the forms.
• Coordinating with PACT colleagues and DGR team about cancellation process.
• Assist in updating the PACT Tracker whose visa is cancelled.
• Transferring the existing files to leavers files once the visa is cancelled.

Administration:

• Overall aspects of HR Administration.
• Ensure Job Descriptions are available for all positions.
• Coordinating with the department administrators & HODs for updating, signing and to make necessary changes in the JDs.
• Job Descriptions to be filed in each personnel file.

Miscellaneous:

• Overall aspects of HR administration.
• Handle the process of HSBC accounts.

• Assisting the Assistant HR Manager to finalize colleagues’ appreciation program process which includes filing.
• Assisting in organizing Service awards presentation, Annual staff party and sporting events across Dubai Golf.
• Assisting Assistant HR Manager in Preparation of Employee Status Change.
• Liaise with IT for providing new email addresses for new joiners based on the status of job requirement and on HOD’s request.
• Maintaining and updating Personnel Files/File Management.

Any other additional tasks assigned by the Assistant HR Manager.

2. Ancillary Duties:

In line with the Club’s strive for continuous improvement, you may be requested to participate in various extra activities contributing towards individuals and organizational growth.

Represent the department or a group in various committees, such as the Staff Committee, Green Theme (environmental), Food Committee, Sport Committee or projects. Be trained as a Fire Marshall or First Aider.

3.  Quality Responsibilities:

Aware of Dubai Golf Mission, Vision and Values. Will be responsible to apply the 4 Service Steps throughout serving internal and external customers.

4.  IT Security Awareness:

1. Read, Understand and comply with all applicable Information Security Policies and Procedures of wasl DG.
2. Co-operate, co-ordinate and share information with Internal/External Audit teams as appropriate and applicable.
3. Attend Information Security Awareness sessions conducted by the wasl IT Department.
4. All Information Security breaches, events, weaknesses, incidents (actual or suspected breaches) shall be immediately reported to the IT Service Desk.

5. Levels of Authority:

Prepared by:             Assistant HR Manager        

Approved by:           Human Resources Manager

POSITION: HUMAN RESOURCES ASSISTANT

Id.No. - ______________________________________

Name –  ___________________________________

Signature - _____________________________

Approved by:

_________________________________­­­­­­­­­­­­­­­­­­­­­­­­______

Human Resources Manager

Date: ____________________________

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Viya is proud to have a thriving, multicultural workforce representing over 80 nationalities, including both Emiratis and expatriates, who bring diverse perspectives, skills, and experiences to our organisation. Our people are at the heart of everything we do, and we foster a culture built on teamwork, passion, and excellence, where every individual is encouraged to grow and contribute to our shared success.