Government Relations & Administration Manager

Role Overview

Government Relations & Administration Manager at Aviagen, based in Saudi Arabia. This role manages administrative operations, travel arrangements, and government-related processes for Aviagen's Saudi organization.

Role Purpose

Ensure full compliance with Saudi labor and immigration laws while providing essential support across the business. Maintain smooth office operations, facilitate employee mobility, and represent the company with government authorities.

Key Responsibilities

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.

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.

Administrative & Office Support

• Provide general administrative support to the Aviagen Arabia office.
• Assist with document preparation, filing, correspondence, and general office coordination as needed.

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.

Government Portal Management

• Maintain and update accurate records on Absher, Qiwa, Muqeem, GOSI, Mudad, Chamber of Commerce, and Ministry of Labor portals.
• Ensure data accuracy, timely processing, and full compliance with government regulations.

Regulatory Compliance & Business Support

• Ensure compliance with Saudi labor law, immigration policies, and Saudization requirements.
• Support the business in preparing documentation for audits, inspections, and legal reporting.
• Keep management informed about regulatory updates and organizational implications.
• Assist with Nitaqat and workforce nationalization initiatives.

Government Relations & Representation

• Represent the company in dealings with government agencies, including the 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.

Employee & Administrative Support

• Provide employees with guidance on government-related matters, including Iqama issues, visas, and sponsorship.
• Assist relevant departments in issuing employment letters, certificates, and documents requiring government attestation.
• Support onboarding and offboarding processes involving government approvals.
• Act as the main point of contact for administrative and government requests across departments.

Qualifications & 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.
• Experience managing government relationships and facilities coordination.

Skills & Competencies

• Proficiency in all relevant government platforms: Absher, Qiwa, Muqeem, GOSI, and Mudad.
• Strong knowledge of Saudi Labor Law, immigration regulations, and Saudization requirements.
• Proficiency in English and Arabic, both written and spoken.
• Excellent organizational, coordination, and documentation skills.
• Strong communication skills with superiors and subordinates.
• Active listening and written communication abilities.
• 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.
• 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.
• Reporting: recording, reporting, and analysis of financial information.

Additional Information

• Travel: Minimal.