Government Relations & Administration Manager

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.

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