Admin Officer at Felton Energy Services Ltd (FESL)

JOB DIMENSIONS

Financial Measure:

• Processes regular expense notes/claims and other allowances for all expatriates in the affiliate

Unit Measure:

• Approximately 180 Inpatriates (Residents and dependents as well as Rotationals) and yearly average of 40 nationals going on INTASS

ACTIVITIES

Expatriate Administration

• Before Arrival of Expatriate: Provides all necessary information (documents required for administrative purpose, school options, logistics/airport reception etc) and gives clarification to concerns of expatriates.
• On Arrival of Expatriate: Assists in reception and induction. Processes account opening letters, hires expatriate on HR Direct, Requests SAP Account creation, provides information on car purchase options/process car loan request and advices TSA or TGI. Resolves administrative challenges while ensuring general consistency.
• During Assignment Stay: Manages travel entitlements and other allowances in line with the RAPMI and
• Instruction d’Application.
• At the End of Assignment: Ensures hitch-free departure formalities of Impatriates and their families.

INTASS Administration

• Initiates expatriation dossier as soon as the staff is identified
• Follows up with the Talent Managers, immigration services, Hierarchies and Visa team for staff going on expatriation
• and Long Duration Training assignments to France and other countries.
• Organizes departure support for staff and families (tickets, personal effects shipping, temporary accommodation etc.)
• Provides supportfor INTASS arrivals; staff comingback from expatriation(logistics, support,temporaryaccommodation
• if required, arrival of personal effects, etc.)

School Liaison

• Liaises with schools for space reservation for children before arrival
• Ensures accuracy and handle processing of school fees invoices
• Periodic visits to school to foster better relationship

Finance/Payment Processing

• Launches periodic allowance payments (Travel allowance, Drivers’ allowance, etc..) as at when due
• Launches and processes monthly salary advance
• Verifies and processes mission and other expense claims in line with TEPNG Regulation

Others

• Supports the coordination/implementation of the yearly induction seminar for new expatriates and Cross Postee
• Returnees
• Ensures compliance with the Group’s cost efficiency initiatives.
• Carries out any other duties/projects as assigned by the hierarchy

CONTEXT AND ENVIRONMENT

• Managing the administrative process of expatriates and INTASS staff when contacted at short notice
• Relating with personnel with different temperament resulting from their diverse nationalities and culture
• Regular communication with HQ, TGI and other departments within the affiliate
• Difficulty in dealing with staff spread over different locations
• Delays and repetitive actions due to absence of feedback from managed population.

ACCOUNTABILITIES

• Accurate and up-to-date information of Expatriates and family on HR Direct.
• Hitch-free arrival and departure of personnel and family.
• School year running smoothly without disruptions resulting from non-fee payment.
• Timely payment of periodic allowances

HSE OBJECTIVES

• Consistent application of and compliance with COMPANY Rules and HSEQ protocols.
• Drive HSEQ culture and behavior within team and in interactions with employees.

QUALIFICATIONS / EXPERIENCE REQUIRED

• A degree in any of the Social Sciences with a minimum of 5 years work experience
• Knowledge of human resources policies & procedures
• Knowledge of French is an added advantage
• Excellent interpersonal relationship skills
• Ability to work in a team and to work under pressure, with minimum supervision,
• Ability to use Microsoft Office tools, data management and process tools – HR Direct/SAP/STAR