Site Administrator

Rotation : 56/14

Key Responsibilities:

• Obtain from project management “Manpower Loading Charts” (Manpower Mobilization Schedules) reflecting all positions required for mobilization to the project including the expected mobilization dates and duration of assignment. Ensure data contained on the Manpower Loading charts are entered on the system Mobilization/Demobilization charts. Continuously updated and modify charts as and when required.
• Review and compare project Manpower Loading Charts to system mobilization/demobilization charts, ensure current assignment release dates of personnel selected for mobilization do not conflict with new project mobilization dates.
• Identify and report mobilization/demobilization conflicts and discrepancies to project management, recommend/propose alternative candidates when necessary. Coordinate with other Project Administrators daily on personnel transfers.
• Identify vacant positions on project Mobilizations charts, advise project management and HR/Recruitment on the unavailability of internal candidates to fill positions, recommend recruitment of personnel when required.
• Process mobilization of personnel to and from project site locations. Obtain and process required documentation that includes passport details, visas, invitation letters, immigration documents, medical examinations, Safety and Security equipment & procedures, travel tickets, and other travel documents.
• Coordinate the arrival and departure of personnel to various sites including the arrangement of transport, accommodation, and immigration formalities.
• Interface and provide support to Site administrators on administrative and HR issues, clarify queries and resolve personnel-related problems as needed.
• Initiate and track per diem payments, prepare vouchers and obtain the necessary approvals, log payments to ensure that multiple payments are not made
• Establish contact with new candidates ensure the completion and submission of all necessary pre-employment documents including the attested academic certifications, results of medical exams etc., ensure candidate obtains all necessary legal and immigration documents for travel.
• Determine actual arrival and departure dates of personnel, advise payroll for issuance of Action Sheets. Update project management accordingly.
• Ensure travel ticket requests are entered accurately into the system, follow-up ticket approvals, investigate and resolve rejected ticket requests. Upload documents to system HRMS files.
• Meet with mobilized employees to Head Office, ensure employment documents are completed and accurately filled, obtain original documents including, passport, ticket and attested degree/certificate.
• Ensure the indoctrination of employee through the normal HR channels.
• Coordinate with the Government relations personnel on the processes and issuance of residence visas and work permits.
• Review and Process travel expense claim forms. Review and check all submitted invoices related to pre-employment expenses including mobilization & travel.
• Effect release formalities of personnel, ensure performance appraisal forms are completed for all demobilizing employees. Coordinate with HR and other project administrators on next assignments or long leave status details, update mobilization/demobilization charts accordingly.
• Administer the payroll of project personnel, identify, clarify and resolve payroll issues including working hours, incomplete timesheets, leaves, overtime and other payroll details. Generate the project payroll, review exception reports, investigate and resolve discrepancies and ambiguities.
• Monitor project leave applications and personnel leave entitlements, calculate leave and ticket entitlements, ensure that leave and ticket applications are in-line with entitled balances. Resolve leave issues with site project administrators. Identify late leave returns, investigate and obtain justification through the coordination with Site project administrators.
• Provide administrative support and assistance to Client personnel when required.
• Research and analyze accommodation availability and rates, propose alternative accommodation facilities.
• Ensure medical exam results are valid and verified by the authorized company assigned medical provider.
• Track site assets, maintain asset lists on relevant project sites, update lists on a monthly basis.
• Ensure copies of all project related Leases, rental agreements and other administration related legal documents are filed and updated in the Head Office.
• Prepare requisitions for the procurement of Safety equipment based on site safety requirements.
• Assume the responsibilities of the Site administrator when required.
• Perform other duties are required by Supervisor