Job Description Summary:
The Government Relations & Administration Manager is responsible for managing administrative operations, travel arrangements, and all government-related processes for Aviagen’s Saudi organization. This role ensures full compliance with Saudi labor and immigration laws while providing essential support to employees and the HR department. The position plays a key role in maintaining smooth office operations, facilitating employee mobility, and representing the company with government authorities.
Job Description:
1. Travel Management
- Coordinate all travel arrangements, including flights, hotels, visas, car rentals, and transfers.
- Manage hotel bookings and lead annual contract negotiations with selected hotel partners.
- Prepare invitation letters and support visa processing for employees and visitors.
- Oversee travel approval workflows and ensure accurate completion of required forms.
- Deliver travel policy and security training during new hire induction.
- Provide guidance and follow-up regarding vaccination requirements for business travel.
2. Events & Meeting Management
- Coordinate logistics for events and meetings, including venue booking and meeting room setup (with equipment).
- Prepare and manage participant lists, catering arrangements, gifts, and transportation.
- Manage all event-related communications and liaise with internal and external stakeholders.
3. Administrative & Office Support
- Provide general administrative support to the Aviagen Arabia office.
- Assist with document preparation, filing, correspondence, and general office coordination as needed.
4. Employee Visa & Work Authorization Management
- Coordinate the issuance, renewal, transfer, and cancellation of Iqamas (residency permits).
- Manage end-to-end visa processing for new employees, including employment visas, medical tests, and onboarding documentation.
- Monitor visa and Iqama expiry dates and ensure timely renewals.
- Process exit/re-entry visas and final exit documentation through relevant government portals.
Specific Duties
5. Government Portal Management
- Maintain and update accurate records on platforms such as:
- Absher
- Qiwa
- Muqeem
- GOSI
- Mudad
- Chamber of Commerce
- Ministry of Labor (MOL) portals
- Ensure data accuracy, timely processing, and full compliance with government regulations.
6. Regulatory Compliance & HR Support
- Ensure compliance with Saudi labor law, immigration policies, and Saudization requirements.
- Support HR in preparing documentation for audits, inspections, and legal reporting.
- Keep HR informed about regulatory updates and organizational implications.
- Assist with Nitaqat and workforce nationalization initiatives.
7. Government Relations & Representation
- Represent the company in dealings with government agencies, including:
- Ministry of Human Resources & Social Development
- Passport Office (Jawazat)
- Ministry of Interior
- Chamber of Commerce
- Municipalities and other relevant bodies
- Build and maintain strong relationships to facilitate timely processing of employee and company requests.
8. Employee & HR Administrative Support
- Provide employees with guidance on government-related matters (e.g., Iqama issues, visas, sponsorship).
- Assist HR in issuing employment letters, certificates, and documents requiring government attestation.
- Support onboarding and offboarding processes involving government approvals.
Staff Management: n/a
Financial Management: n/a
Travel: Minimal
Personal Requirements for the role
Specific Experience:
- Diploma or Bachelor’s degree in Business Administration, HR, Public Administration, or a related field.
- 4–7 years of experience in government relations within Saudi Arabia (preferably in a multinational environment).
- Solid experience using Saudi e-government systems.
Competencies, Skill & Attributes:
- Reporting: Recording, reporting, analysis of financial information
- Communication: active communication with superiors and subordinates as well as strong written communication skills
- Problem-solving: analyze past and current performance and recommend objectives to improve work processes
- Ability to work in a cross-cultural environment
- Ability to multi-task, analyze and identify variances
- Strong knowledge of Saudi Labor Law, immigration regulations, and Saudization requirements.
- Proficiency in all relevant government platforms (Absher, Qiwa, Muqeem, GOSI, Mudad).
- Excellent organizational, coordination, and documentation skills.
- Strong communication skills in Arabic and English.
- Ability to manage confidential information with integrity and professionalism.
- Customer-focused and able to work effectively under pressure.
- High attention to detail and accuracy.
- Professional demeanor and excellent interpersonal skills.
- Proactive, reliable, and service-oriented.
- Language: Proficiency in English & Arabic
