Expat Admin Officer

MAIN FUNCTIONS

To manage the administrative processes for expatriates, their dependents, and national employees undertaking international assignments, ensuring smooth onboarding, assignment support, offboarding, travel coordination, and timely payment of allowances and expense claims.

TASK AND RESPONSIBILITIES

• Coordinate pre-boarding, onboarding, and offboarding processes for expatriates and their dependents, including documentation, airport reception, accommodation, and induction.
• Maintain accurate expatriate records on HR Direct and coordinate account creation, account opening letters, and other administrative requirements.
• Manage expatriate travel entitlements, allowances, salary advances, mission claims, and expense reimbursements in line with company policies.
• Coordinate international assignments and training, including immigration documentation, visa processing, travel arrangements, shipment of personal effects, and return logistics.
• Liaise with schools to secure placements for expatriate children, process school fee invoices, and ensure timely payments.
• Work with Travel Management, Finance, Treasury, Technical Logistics, Facilities Management, HR, and Head Office to resolve expatriate administrative needs.
• Coordinate accommodation arrangements, transportation, airport reception, and other relocation support services.
• Support annual induction seminars for new expatriates and employees returning from international assignments.
• Ensure compliance with company policies, HSEQ requirements, and cost-efficiency initiatives.
• Perform other duties and projects as assigned by management.

QUALIFICATIONS

• Bachelor's degree in Social Sciences or a related discipline.
• Minimum of five (5) years of relevant work experience in expatriate administration, human resources, mobility, or personnel administration.
• Knowledge of HR policies, procedures, and expatriate administration processes.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Power BI.
• Experience with HR Direct, data management, analysis, and administrative process tools.
• Excellent interpersonal, communication, and coordination skills.
• Ability to work effectively in a multicultural environment, under pressure, and with minimal supervision.
• Knowledge of French is an added advantage.