Deputy HR Manager / HR Operations Manager - Pharmaceuticals and Medical Devices

Job Description

Role PurposeThe Deputy HR Manager / HR Operations Manager is responsible for overseeing and coordinating the day-to-day delivery of key HR functions across the Group, ensuring consistent standards, timely execution, strong service delivery, and effective coordination between HR teams.The role acts as the primary operational point of contact for HR functional leads and supports the HR Manager by managing routine HR operations, approvals, follow-up, escalations, and cross-functional HR matters.The position is expected to significantly reduce operational dependency on the HR Manager by resolving routine matters independently, ensuring accountability across HR functions, and escalating only material, high-risk, sensitive, or strategic issues.Employee Relations and Payroll will remain under the direct oversight of the HR Manager and will operate as a separate functional stream. The Deputy HR Manager will nevertheless coordinate with the Employee Relations & Payroll Manager where matters require cross-functional collaboration.HR Operations LeadershipOversee the day-to-day operations of assigned HR functions and ensure effective, timely, and consistent HR service delivery across all Group companies.Provide direction, guidance, and operational support to HR functional leads.Ensure HR teams work collaboratively and avoid operational gaps or duplication between functions.Monitor outstanding actions, deadlines, approvals, and escalations across HR.Act as the first escalation point for routine operational HR matters before escalation to the HR Manager.Ensure HR policies, procedures, and approved practices are applied consistently across the organization.Functional OversightDirectly oversee and coordinate the following HR functions:Recruitment and OnboardingLearning, Training and DevelopmentPerformance ManagementEmployee engagement Medical Insurance and Employee BenefitsHR Operations and Administration, where applicableOther HR support functions assigned by the HR ManagerEnsure each functional lead has clear objectives, priorities, KPIs, and timelines.Review functional performance and identify delays, risks, inefficiencies, or service issues.Drive stronger coordination between recruitment, onboarding, performance, training, benefits, and other HR processes.Recruitment and OnboardingOversee recruitment delivery against approved manpower plans and business requirements.Monitor vacancies, recruitment timelines, candidate pipelines, offer management, and onboarding progress.Review and approve routine recruitment matters within delegated authority.Ensure recruitment processes are efficient, cost-effective, and aligned with approved budgets and manpower plans.Escalate senior, sensitive, unbudgeted, or exceptional recruitment matters to the HR Manager.Performance ManagementOversee implementation of the Group performance management cycle.Ensure objectives, reviews, appraisals, performance improvement processes, and related documentation are completed on time.Support functional and business leaders with consistent application of performance management standards.Identify performance trends and provide management reporting and recommendations to the HR Manager.Learning and DevelopmentOversee training needs analysis, annual training plans, mandatory training, leadership development, and learning initiatives.Ensure training investments are aligned with business priorities and measurable outcomes.Monitor training completion, budgets, utilization, and effectiveness.Support development and succession initiatives as directed by the HR Manager.Medical Insurance and BenefitsOversee administration and service delivery relating to medical insurance and assigned employee benefits.Ensure timely enrolment, deletion, renewal, claims escalation, and employee support.Monitor insurer and broker performance and support renewal preparation, cost analysis, and utilization review.Escalate significant cost, coverage, contractual, or employee-impact issues to the HR Manager.Approvals and Delegated AuthorityReview and approve routine HR matters within the approved delegation of authority.Challenge incomplete, inconsistent, or unsupported requests before approval.Ensure approvals comply with Group policy, approved manpower, budgets, salary structures, and established HR practices.Escalate matters that are outside policy, financially significant, precedent-setting, legally sensitive, or reputationally sensitive.Maintain clear records of key HR approvals and exceptions.Coordination With Employee Relations & PayrollWork closely with the Employee Relations & Payroll Manager on matters affecting multiple HR functions.Coordinate on cases where performance, recruitment, benefits, employee relations, attendance, payroll, or disciplinary matters overlap.Employee Relations and Payroll remain under the direct reporting line of the HR Manager.The Deputy HR Manager is not expected to override the Employee Relations & Payroll Manager?s technical authority within their respective areas unless specifically delegated by the HR Manager.HR Governance and Process ImprovementReview existing HR processes and identify opportunities to simplify, standardize, automate, and improve efficiency.Reduce unnecessary manual approvals and administrative bottlenecks.Support HR digitalization, workflow automation, dashboards, and HR system improvements.Ensure HR documentation, trackers, records, and workflows are maintained accurately.Promote consistent HR practices across approximately 1,600 employees and multiple Group entities.Reporting and AnalyticsPrepare regular HR operational reports and dashboards for the HR Manager.Monitor key indicators including recruitment, turnover, onboarding, training, performance completion, benefits utilization, vacancies, employee movements, and other agreed KPIs.Identify emerging trends, risks, operational gaps, and areas requiring management attention.Ensure HR functional leads provide accurate and timely data.Team ManagementManage, coach, and develop assigned HR functional leads and team members.Set clear expectations and hold teams accountable for delivery.Conduct regular follow-up meetings with HR leads.Resolve routine team and operational issues without unnecessary escalation.Promote collaboration, ownership, professionalism, and service quality across HR.SkillsThe Deputy HR Manager should independently manage routine HR operations while escalating matters including:Senior management or executive appointmentsSenior-level terminations or sensitive employee casesMajor employee relations or legal mattersSignificant policy exceptionsChanges to HR policies or compensation structuresNew headcount outside approved manpower plansMajor salary or benefits exceptionsOrganizational restructuringSignificant financial commitments, all merit increase and bonus plansMatters carrying material legal or reputational riskSensitive investigationsStrategic workforce planningSuccession planning for senior rolesMatters requiring CEO, CFO, Board, or senior executive approvalKey Performance IndicatorsPerformance may be measured against:Reduction in routine operational escalations to the HR ManagerRecruitment turnaround timeOnboarding completion and qualityPerformance management completion ratesTraining plan delivery and effectivenessMedical insurance and benefits service levelsHR request turnaround timesHR policy and process complianceAccuracy and timeliness of HR reportingCompletion of HR projects and improvement initiativesHR automation and process efficiency improvementsFunctional team performance and accountabilityInternal stakeholder satisfactionQualifications and ExperienceBachelor?s degree in Human Resources, Business Administration, Psychology, Management, or a related disciplineProfessional HR qualification is an advantageApproximately 8?12 years of progressive HR experiencePrevious experience managing HR operations or multiple HR functionsExperience within a large, multi-company or complex organization is strongly preferredStrong knowledge of HR operations, recruitment, performance management, training, employee benefits, and HR governanceUAE HR experience is strongly preferredExperience within healthcare or another large service-based organization would be an advantageCompetenciesThe successful candidate should demonstrate:Strong operational ownership, multitasking Excellent communication and stakeholder managementSound judgment and decision-makingAbility to challenge and influence constructivelyStrong follow-up and accountabilityAbility to manage multiple prioritiesHigh level of discretion and confidentialityStrong analytical and problem-solving capabilityCommercial and cost awarenessConfidence dealing with managers and senior stakeholdersAbility to work independently and make decisions within delegated authorityStrong organizational skillsProcess improvement mindsetComfort working with HR systems, reporting, automation, and dataAbility to distinguish routine operational issues from matters requiring senior escalation.

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