Government Relations & Administration Manager

Job description

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