Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the best candidate for the role.

Action:

• Job Title: Clearly define the employee’s position, responsibilities, and reporting structure.
• Compensation: Outline salary, bonuses, allowances, and any additional benefits.
• Start Date: Confirm a specific start date agreed upon by both parties.
• Working Hours: Detail the expected working hours, overtime rates, and any flexibility options.
• Benefits Overview: Include details on mandatory health insurance, end-of-service benefits, and any additional perks.
• Probation Period: Specify the probation period, typically up to 6 months in the UAE.

Outcome: Once the candidate accepts the offer, proceed to drafting the formal employment contract.

Step 2: Employment Contract 📝

When It’s Used: After offer acceptance.

Action: Draft a formal employment contract that complies with UAE labor law. Essential inclusions are:

• Job Description: Clearly outline the role, duties, and expectations.
• Compensation Details: Specify base salary, allowances, and any performance bonuses.
• Leave Entitlements:
  • Annual Leave: Minimum of 30 calendar days per year for full-time employees.
  • Public Holidays: As designated by UAE law (approximately 11-14 days annually).
  • Sick Leave: Up to 90 days per year (full pay for the first 15 days, half pay for the next 30, and unpaid thereafter).
  • Maternity/Paternity Leave: Female employees are entitled to 60 days of maternity leave (45 paid and 15 unpaid), and male employees are eligible for 5 days of paid paternity leave.
• Working Hours: Typically 8 hours per day, 48 hours per week, with overtime paid according to UAE labor law.
• Termination Conditions: Define notice periods and acceptable reasons for termination.

Outcome: The signed contract formalizes the employment relationship.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Before the employee’s start date.

Action: Register the employee under the UAE Wage Protection System (WPS) to ensure wage compliance and adherence to UAE payroll regulations.

• Health Insurance Registration: Mandatory for all employees under UAE law; coverage depends on the emirate.
• Pension Contributions: For UAE nationals, register with the General Pension and Social Security Authority (GPSSA); expatriates are not subject to this.
• Bank Account: Set up a bank account for salary deposits under WPS guidelines.

Outcome: Compliance with UAE tax (if applicable) and social security regulations.

Step 4: Health and Safety Induction 🦺

When It’s Used: On or before the first day of employment.

Action: Conduct health and safety training per UAE workplace safety regulations.

• Safety Guidelines: Review emergency procedures, hazard identification, and safety protocols.
• Emergency Procedures: Explain emergency exits, first aid resources, and designated contacts.
• Personal Protective Equipment (PPE): Provide PPE if required for the role.

Outcome: Employees are informed about health and safety standards and prepared to ensure their own safety at work.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: Within the first week of employment.

Action: Set up payroll and benefits for the employee.

• Bank Details: Collect the employee’s bank information for direct salary deposits.
• Benefits Enrollment: Register for health insurance and other company-provided benefits.
• Overtime Policy: Outline overtime rates and payment policies per UAE law.

Outcome: Successful integration into payroll and benefits systems.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.

Action: Introduce workplace policies and conduct initial training.

• Code of Conduct: Explain the expected behavior, professionalism, and ethics.
• Training Programs: Conduct job-specific and compliance-related training.
• Performance Metrics: Outline key performance indicators (KPIs) and evaluation methods.
• Flexible Work Options: Discuss remote or flexible work options if applicable.

Outcome: Employees understand workplace policies, performance expectations, and available resources.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the probation period (typically up to 6 months).

Action: Monitor performance and provide regular feedback.

• Performance Reviews: Assess the employee’s performance and alignment with the company culture.
• Guidance and Adjustments: Provide feedback and coaching, making role adjustments if necessary.
• Employment Confirmation: Decide on permanent employment confirmation or discuss areas for improvement.

Outcome: Completion of the probation period, resulting in either confirmation of permanent employment or further role adjustments as needed.

Summary Table of Key Onboarding Steps in UAE

Key Takeaways:

• Employment contracts in the UAE must include comprehensive terms covering compensation, leave entitlements, and employee responsibilities.
• Onboarding processes should cover social security registration, health insurance, and wage compliance.
• A structured onboarding approach with policy training and performance reviews fosters smooth integration into the company.