Expat Admin Officer at Aldelia Limited

SERVICE DIMENSIONS

Financial Measure:

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

Unit Measure:

• Approximately 150 Inpatriates (Residents and dependents as well as Rotationals), yearly average of 40 nationals going on
• INTASS, and 20 nationals returning from INTASS.

ACTIVITIES

• Handles administrative processes of Expatriate personnel to achieve a hitch free arrival/reception, comparative quality
• stay during assignment as well as timely departure for Nationals going on international assignment.
• Manages administrative processes of Inpatriate personnel to achieve a hitch free pre-boarding, onboarding, assignment duration and offboarding, as well as processes for Nationals going on and returning from international assignment. 

Expatriate Administration

• Pre-boarding of Inpatriates: Provides all necessary information (i.e. documents required for administrative purposes, school options, accommodation, logistics/airport reception etc) and gives clarification to concerns of expatriates.
• Onboarding of Inpatriates: Assists in reception and inductions. 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: Manages travel entitlments and other allowances in line with the RAPMI and Instruction d’Application.
• Offboarding of Inpatriates: 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 (logistics, tickets, personal effects shipping, temporary accommodation etc.)
• Provides support for INTASS arrivals; staff coming back from expatriation (logistics, support, temporary accommodation 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 claims and other expense claims in line with TEPNG Regulations.

Liaison with Internal Stakeholders:

• Travels Management: Liaises with the travels team for all movement and protocol support; on arrival, during and on exit of
• Inpatriates and Locals going on INTASS.
• Finance: Works with finance and treasury teams to ensure timely payment of local allowances and claim re-imbursements.
• Technical Logistics: Co-ordinates personal & professional effects shipment and international package receipts.
• Facility Management: Works with the team to ensure that allocated accommodation is prepared and well maintained, for Inpatriates and INTASS returnees.

Others

• Supports the coordination/implementation of the yearly induction seminar for new expatriates and Cross-Postee Returnees.
• Ensures compliance with the Company’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 cultures.
• Regular communication with HQ, TGI, TD’s and other departments within the affiliate.
• Difficulty in dealing with staff spread over different locations.

HSE CONTENT

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

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

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 (Word/Excel/PowerPoint/PowerBI), data management & analysis, and process tools – HR Direct