Expat Admin Officer

Expat Admin Officer

Aldelia’s global management strategy delivers specialised services to the Oil & Gas sector from dedicated teams in each key strategic region. From these centres we can support our clients locally by being able to take advantage of the local labour markets whilst also having the ability to resource candidates internationally for technical, engine...

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

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